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Resolve potential duplicate records - Procedure


  1. To view the potential duplicates, after the duplicate-detection job completes, in Workplace, under My Work, click Duplicate Detection.

  2. Open your duplicate-detection job.

  3. Under Related, click View Duplicates.

The top list displays all records that have potential duplicates. When you select a record in the top list, the bottom list shows all the potential duplicates for that record.

  1. In the top list of records that may have duplicates, select a record.

  2. In the list of potential duplicate records, for each potential duplicate record found, select the record, and then do any of the following actions:

    Action

    Do this

    View the contents of a record to help you decide what to do

    Double-click the record.

    Edit the record

    On the Actions menu, click Edit.

    Deactivate the record

    1. On the Actions menu, click Deactivate.

    2. In the confirmation dialog box, click OK.

    Merge record by using the record in the top list as the master

    1. In the Records group, click Merge.

    2. Click Automatically.

    Merge record by choosing the master record

    1. In the Records group, click Merge.

    2. Click Select Master.

    3. In the Merge Records dialog box, select which record to make the new master record.

    4. Select the fields from each record that you want to include in the master record. Fields that are shaded will overwrite the corresponding unshaded field during the merge operation.

    5. When you are ready to merge the two records, click OK.

    6. When you receive the message The selected records are merged and the subordinate record is deactivated, click OK.

    Delete the record

    1. On the Actions toolbar, click the Delete button .

    2. In the Select Delete or Deactivate dialog box, click Delete, and then in the confirmation dialog box, click OK.

  3. When you have finished resolving duplicates, click Close.



Importing Data


Microsoft Dynamics CRM provides several tools for assist you to import bulk data:

  • Import Data Wizard

  • Add Contacts Wizard

Microsoft Dynamics CRM Software Development Kit http://go.microsoft.com/fwlink/?LinkId=191610 To automate the import process, use the SDK to write a custom import tool.

Importing Your Data Using the Import Data Wizard


The Import Data Wizard is useful for importing data you have stored in a spreadsheet or importing leads that you have purchased. It can be used for importing data into most record types. The Import Data Wizard is designed for people in sales, marketing, and customer service to use with their own data. All imported data will be owned by the user who does the import, or, if the user has permission to create records, all records in an import can be assigned to another user. The Import Data Wizard can also import:

  • Multiple files containing related record types, such as accounts with related contacts.

  • Records that need to be assigned to different Microsoft Dynamics CRM users.

  • Notes and attachments.

The data must be in a comma-separated value (.csv) file, any other type of delimited text (.txt) file, an XML Spreadsheet 2003 file, or a compressed (.zip) file. You can export or save data in comma-separated format from many applications, such as Microsoft Office Excel, Microsoft Office Outlook contacts, and most databases. If your import file uses column headings that match Microsoft Dynamics CRM display names, the file automatically maps. If you frequently import data that is in the same format, to save time you can create and use a data map for your source that maps your data.

Microsoft Dynamics CRM processes imports in the background. After an import completes, you can review which records succeeded or failed to import. To fix the records that failed to import, export them into a separate file, fix them, and then try to import them again. You can delete all records associated with an import.

If your System Administrator or System Customizer has enabled duplicate detection during import, you can select whether to import potential duplicates. Also, after completing an import job, you can run a duplicate-detection job to detect any potential duplicates.

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

Follow the guidelines in this topic to make sure that your file imports successfully.



  1. Put records for each record type in a separate file. More information: Exporting data to delimited text files.

Note

If your exported source file contains data for contacts and accounts, use the Generic Map for Contact and Account data map. This is one of the default data maps provided with the Import Data Wizard.

If your source file contains records for two record types other than contacts and accounts, make a copy of the Generic Map for Contact and Account data map to customize for the records types in your source file. Import the customized data map into Microsoft Dynamics CRM, and use this data map to import your data. For more information, see Work with Data Maps.


  1. Make sure that the file is in one of the following formats:

  • Delimited text (.txt) format, with columns separated by commas

  • Comma-separated value (CSV) file (.csv) format

  • XML Spreadsheet 2003 (XMLSS) file (.xml) format

  • Compressed file in a .zip format

A .zip file can include files using the .csv, .xml, or .txt formats. All files in a single compressed file must be of the same format.

  1. Make sure that each file is correctly delimited.

You can create delimited a file in the .txt, .csv, or .xml format by using Microsoft Office Excel.

If your file uses only ASCII characters, save the file as a comma-delimited values (.csv) file.



  1. In Excel 2007, click the Microsoft Office Button , and then click Save As.

- OR -

In Excel 2010, click the File tab, and then click Save As.



  1. In the Save as type list, click CSV (Comma delimited (*.csv).

If your file uses non-ASCII characters, save the file as a Unicode text (.txt) file.

If your import file contains non-ASCII characters, the import file must be in a Unicode or UTF-8 format.



  1. In Excel, click Save As, and select Unicode text (*.txt).

  2. Use Notepad to open the .txt file.

  3. Search for commas in the file. Enclose any data that includes commas with double-quotes. For example:

"23 State Street, Apt 2".

  1. Replace all tab characters with commas.

  1. In Notepad, select the tab character with the keyboard or mouse and press CTRL+C to copy it to the Clipboard.

  2. On the Edit menu, click Replace.

  3. In the Find what box, press CTRL+V to paste the Clipboard contents. This pastes the tab character.

  4. In the Replace with box, type a comma (,).

  5. Click Replace All.

  6. Click Save As.

  7. In the Save as type box, select Text Documents (*.txt), and in the Encoding box, select Unicode.

  1. Make sure you complete the preparation tasks for specific record types.

  2. Make sure you complete the preparation tasks for specific data types.

If you want to transform data as part of the import process, identify whether the provided transformations can do the required changes. If not, decide if you need to edit your source data before importing it. For more information, see Transformation Reference.

  1. Make sure the first line of a file is the column headings.

Edit your file and add column headings if they are not already present.

Note

Make sure that the .csv file does not contain:



  • Multiple lines in the first line (header row).

  • Quotation marks in the first line. In Microsoft Dynamics CRM, quotation marks are used as data delimiters.

  • Data separated with a semicolon (;) or comma (,). In Microsoft Dynamics CRM, semicolons and commas are used as field delimiters.

Important

To use automatic mapping, which is required for importing data that contains references to existing Microsoft Dynamics CRM records, column headings must match attribute display name values in Microsoft Dynamics CRM.



  • To identify display name values, open the form for the record type as if you were creating a new record. The labels on the form typically match the display names, although it is possible for your system customizer to have changed the form label values. If you have the appropriate security role, you identify display names in the Customization area:

  1. In the Navigation Pane, click Settings, click Customizations, and then click Customize the System.

  2. Open the entity, and then click Attributes.

  • If you are working in a multi-language environment, automatic mapping of columns uses the display names from the user interface language, set on the Regional Options tab of the Set Personal Options dialog box. More information: Set Personal Options (on page 194)

  1. Make sure data exists for all business-required fields.

A record will only import if all Microsoft Dynamics CRM business-required attributes are mapped, and if the data exists in each of the source columns that are mapped to the required attributes. You can either determine the required attributes in advance, or use the Import Data Wizard to identify missing required mappings. In either case, make sure you have required data in each record. To determine which fields are business-required, open the form for the record type as if you were creating a new record, and identify fields that are marked with a red asterisk (*).

The following list shows default business-required fields for commonly imported record types.



  • Account: Account Name

  • Contact: Last Name

  • Lead: Topic, Last Name, Company Name

Product: Default Unit, Unit Group, Decimals Supported Campaign Response: Parent Campaign, Subject, Owner Example showing sample leads to import.

The following lines show what the data might look like for a .csv format file containing leads to import. The first line contains the field names, and the remaining lines are imported as data.

Company,Last Name,First Name,Topic,Email,Mobile Phone

Designer Bikes,Groth,Brian,Mountain bikes,someone@example.com,555-555-0112

Major Sporting Goods,Bedecs,Anna,Components,,555-555-0171

Note

By default, the maximum size of the files that you can import is 8 megabytes (MB). This means:



  • Any .csv, .txt, or .xml file must not exceed 8 MB in size.

  • The total size of the .zip file with the attachment folder cannot exceed 32 MB.

The total size of the extracted files must not exceed 200 MB.

Related Topics


Importing Data 74



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