By UATeam in Data Import —

Salesforce Data Import Wizard Example: A Step-by-Step Guide

Salesforce Data Import Wizard is a user-friendly tool that allows administrators and users to import data into Salesforce without requiring technical expertise. It simplifies importing records for standard and custom objects while providing error detection and mapping capabilities.

This guide walks you through an example of importing contacts into Salesforce using the Data Import Wizard.

What Is Salesforce Data Import Wizard?

The Salesforce Data Import Wizard:

  • Supports importing data for standard objects like Contacts, Leads, and Accounts.
  • Works with custom objects.
  • Allows up to 50,000 records per import.
  • Provides built-in duplicate detection and field mapping.

Salesforce Data Import Wizard Example

Objective

We’ll import a CSV file containing contact details into Salesforce, ensuring proper mapping and duplicate detection.

Step 1: Prepare Your Data

  1. Create a CSV File:
    • Ensure your data is in a CSV format with appropriate headers.
  2. Clean Data:
    • Remove duplicate or incomplete entries.
    • Ensure field values match Salesforce requirements (e.g., valid email format).
  3. Backup Existing Data:
    • Export existing Salesforce data to avoid accidental overwrites.

Example CSV content:

FirstName,LastName,Email,Phone,AccountName
John,Doe,john.doe@example.com,555-123-4567,Acme Corporation
Jane,Smith,jane.smith@example.com,555-987-6543,Global Tech

Step 2: Access the Data Import Wizard

  1. Navigate to the Data Import Wizard:
    • Go to Setup → Search for Data Import Wizard in the Quick Find box.
    • Click Launch Wizard.
  2. Choose the Object:
    • Select Standard Objects → Choose Contacts and Accounts.

Step 3: Configure Import Settings

  1. Select Data Operation:
    • Choose Add New Records if you’re importing entirely new data.
    • Alternatively, select Update Existing Records or Add and Update based on your needs.
  2. Enable Matching Rules:
    • Use Salesforce’s duplicate detection to match records by Email or other unique fields.
  3. Choose File to Upload:
    • Click Choose a CSV File and upload your prepared CSV file.

Step 4: Map Fields

  1. Automatic Mapping:
    • Salesforce will automatically map CSV headers to object fields where possible.
  2. Manual Mapping:
    • For unmapped fields, manually map them by dragging and dropping CSV headers to the appropriate Salesforce fields.
    • Example:
      • AccountName → Account Name
      • Phone → Phone
  3. Review Mappings:
    • Confirm that all fields are correctly mapped to avoid data discrepancies.

Step 5: Start the Import

  1. Review and Confirm:
    • Double-check the summary of your import operation.
    • Ensure the record count and settings are correct.
  2. Start Import:
    • Click Start Import to begin the process.
  3. Monitor Progress:
    • Salesforce will process the import in the background. You can view the status under the Bulk Data Load Jobs section in Setup.

Step 6: Verify the Import

  1. Review Imported Records:
    • Navigate to the Contacts tab in Salesforce and confirm that the records have been imported.
    • Check for any missing or incorrect data.
  2. Check Error Logs:
    • If any records failed to import, review the error log provided by Salesforce. Common issues include:
      • Invalid field values.
      • Duplicate records not allowed by matching rules.
  3. Fix and Re-import:
    • Correct errors in the CSV file and re-import the failed records.

Best Practices for Using the Data Import Wizard

  1. Use Unique Identifiers:
    • Use fields like Email or External ID for accurate record matching.
  2. Test with Small Data Sets:
    • Import a small sample first to verify mappings and settings before uploading larger datasets.
  3. Enable Matching Rules:
    • Avoid duplicates by enabling Salesforce matching rules during import.
  4. Audit Imported Data:
    • Use reports and list views to review the imported data for completeness and accuracy.
  5. Backup Existing Data:
    • Always export Salesforce data before importing, especially when updating records.

Conclusion

The Salesforce Data Import Wizard simplifies importing records into Salesforce, providing an intuitive interface and robust mapping capabilities. By following this guide, you can ensure a smooth import process while maintaining data quality and consistency. Whether you’re adding new records or updating existing ones, the Data Import Wizard is an invaluable tool for managing Salesforce data efficiently.