Choosing a Method for Importing Data. salesforce Salesforce
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Set Up and Maintain Your Salesforce Organization
Which records can be imported?
Import record limit Users permissions needed
Choosing a Method for Importing Data
Learn more Type of record
Cases
Campaigns
Contracts
Documents
Opportunities
Products
on page 386.
Note: Relationship group members can’t be imported.
SEE ALSO:
Choosing a Method for Importing Data
What permissions do I need to import records?
Choosing a Method for Importing Data
Learn about your options for importing data into Salesforce.
Tool Editions supported
Number of records you can import or export
Up to 50,000
Import
Yes
Export
No
Internal or external to
Salesforce
Internal Data Import
Wizard (unified)
All except
Personal and
Database.com
Editions
Data Loader Enterprise,
Unlimited,
Performance,
Developer, and
Between 5,000 and 5 million
Yes Yes External
Additional information
An in-browser wizard that imports your org’s accounts, contacts, leads, solutions, campaign members, and custom objects.
.
Data Loader is an application for the bulk import or export of data.
Use it to insert, update, delete, or
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Tool Editions supported
Database.com
Editions
Number of records you can import or export
Import Export Internal or external to
Salesforce
Additional information
export Salesforce records. Read more
.
SEE ALSO:
What Is Imported for Business Accounts and Contacts?
The Data Import Wizard allows you to match records in multiple ways to prevent duplicates. You can match contacts by Salesforce ID, name, email, or external ID. You can match business accounts by Salesforce ID, external ID, or by name and site. Matching by Salesforce ID is inclusive of both contacts and business accounts. If you match one by Salesforce ID, the other is also matched by
Salesforce ID.
Matching by Name and Site
If you are matching contacts by name and business accounts by name and site (which are the recommended options), the Data Import Wizard creates a business account for each unique business account name and site in the import file. It also creates a separate contact for each contact name listed in the file. The contacts are then associated with the appropriate business accounts.
If the business account or contact exists in the system, and you have read/write access to the record, the wizard adds your import data to the existing data in Salesforce.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions, except Database.com
Org import not available in:
Personal Edition,
Database.com
Matching by Salesforce ID
You can also choose to match contacts and business accounts by Salesforce ID. With this option, the Salesforce ID is the criteria for de-duplication. That is, if you are matching by ID and a record in your source file has the same ID as a record in Salesforce, that record is updated in Salesforce. Record IDs are case-sensitive and must match exactly.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Overwriting Existing Account Values
The wizard never overwrites your existing business account fields unless you select Overwrite existing account values. This option lets you insert or update existing business account fields with new data. However, you cannot use this option to update existing field data with blank values. If you do not select this option, the wizard updates the empty business account fields, but does not touch fields with data.
If you do not have read/write access to an existing business account or contact, the wizards create a new business account or contact owned by you. In addition, the wizards create new business accounts and contacts based on specific fields in your import file.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, the import wizards can also import new business account and contact notes. The wizards do not import notes that are exact duplicates of existing contact or business account notes.
To import account or contact notes, make the owner field in the imported file the Salesforce ID.
SEE ALSO:
Choosing a Method for Importing Data
What Is Imported for Person Accounts?
The Data Import Wizard prevents creating duplicate person accounts by matching records according to one of the following fields:
Account Name
,
Salesforce ID
,
, or an external ID field. In your import file, include a column for the field that you’re using for record matching.
Note: Your administrator could have renamed “person account” to another term. If so, the
Data Import Wizard refers to the new name.
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
EDITIONS
Data Import Wizard available in both Salesforce
Classic and Lightning
Experience
Data Import Wizard available in All Editions except Database.com
Person accounts available in: both Salesforce Classic and Lightning Experience
Person accounts available in Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Matching by Email
With this option, records in your import file are matched with existing records in Salesforce according to the exact value in the Email field.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
Ignoring or Updating Matching Records
When the Data Import Wizard detects existing records in Salesforce that match according to your chosen field, you can choose one of these actions.
•
Add new records—If records in your file are new and don’t match existing records, insert them into Salesforce. Ignore records in your file that match existing records, and do nothing to the existing records.
•
Update existing records—If records in your file match existing records, update the existing records. Ignore records in your file that don’t match existing records, and don’t insert them as new records.
•
Add new and update existing records—If records in your file are new and don’t match existing records, insert them into Salesforce.
If records in your file match existing records, update the existing records.
What Is Imported for Leads?
You can import data into standard lead fields and custom lead fields, even if a field is hidden or read only in your page layout or field-level security settings for leads.
Importing Leads with Matching Types
You can choose whether to match leads in your import file with existing leads in Salesforce. Leads can be matched according to the following types: Salesforce ID, name, email, or external ID. Choosing a matching type sets the criteria for avoiding duplicate leads. For example, if you’re matching by email and a lead in your source file has the same email as a lead in Salesforce, that lead is updated in Salesforce. If you aren’t matching by email and a lead in your source file has the same email as a lead in Salesforce, a lead is created.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Importing Leads Without Matching Types
If you choose a matching type of “None” in the Data Import Wizard, for each lead in your import file, the Data Import Wizard creates a lead in Salesforce. You can merge leads after they are imported.
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Matching by Email
With this option, records in your import file are matched with existing records in Salesforce according to the exact value in the Email field.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record.
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce IDs by running reports that include the ID field of the record.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
What’s Imported for Campaign Members?
You can use the Data Import Wizard to update the statuses of campaign members.
You can also import campaign members. For each contact, lead, or person account in your import file, the Data Import Wizard:
•
Imports the record
•
Associates the record with the specified campaign, making the contact, lead, or person account a campaign member
•
Inserts a Member Status value for the campaign member
If your import file has duplicate records, the Data Import Wizard doesn’t merge them. If an imported record matches an existing record, the Data Import Wizard doesn’t merge the duplicate data into one record.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
What Is Imported for Custom Objects?
The Data Import Wizard prevents creating duplicate records by matching records according to one of the following fields: custom object name, Salesforce ID, or external ID. In your import file, include a column for the field that you are using for record matching.
EDITIONS
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
Available in: Salesforce
Classic and Lightning
Experience
Custom object import available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Matching by Salesforce ID
USER PERMISSIONS
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import
Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
To import custom object data via the Data Import
Wizard:
•
Import Custom Objects
AND
Create on the custom object
AND
Edit on the custom object
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
What Is Imported for Solutions?
The Data Import Wizard prevents creating duplicate records by matching records according to one of the following fields: solution title, Salesforce ID, or external ID. In your import file, include a column for the field that you are using for record matching.
Matching by Solution Title
When you select this option, the import wizard detects existing solutions in Salesforce that have the same title. This type of matching isn’t case-sensitive. For example, titles that begin with a capital letter are matched with the same title that begins with a lowercase letter. If necessary, scan and standardize your solution titles before performing the import to prevent unintended matches.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To import solutions:
•
Import Solutions
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
385
Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Notes on Importing Data
•
Field Accessibility—You can import values into a field only if you have read and edit access.
User permissions, page layout assignments, and field-level security settings determine field access.
Field-level security is available in Professional, Enterprise, Unlimited, Performance, and Developer
Editions.
•
New Values for Picklists and Multi-Select Picklists—If you import a picklist value that doesn’t match an existing picklist value:
–
For an unrestricted picklist, the Data Import Wizard uses the value that’s in the import file.
–
For a restricted picklist, the Data Import Wizard uses the picklist’s default value.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Your edition determines the types of objects you can import.
•
Multi-Select Picklists—To import multiple values into a multi-select picklist, separate the values by a semicolon in your import file.
You can import up to 100 values at a time in a multi-select picklist field. If you have more than 100 values in your import file for any one record, the import wizard leaves the field blank in that record.
•
Checkboxes—To import data into a checkbox field, use 1 for checked values and 0 for unchecked values.
•
Default Values—For picklist, multi-select picklist, and checkbox fields, if you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.
•
Date/Time Fields—Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.
•
Formula Fields—Formula fields cannot accept imported data because they are read only.
•
Field Validation Rules—Salesforce runs validation rules on records before they are imported. Records that fail validation aren’t imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.
•
Geolocation Custom Fields—To import a geolocation custom field using the Data Import Wizard, supply two values: a latitude and a longitude. Import both values in one field, separated by a semicolon. If you enter only one value, it is imported as the latitude, and the longitude is interpreted as 0. If you supply more than two values, the import fails for the entire row.
•
Currency Fields—If you have currency data in your CSV file, format your values for your locale. For example, if you’re in the U.S.
locale, use periods for decimals and commas for thousand markers. Using the incorrect currency format could change your imported values.
SEE ALSO:
Choosing a Method for Importing Data
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