Transcript PowerPoint Step by Step Guide

People Import
Salesforce
People Import
• PeopleImport is a stand alone Windows based program that is
designed to allow the end user to develop customized import
scenarios.
• These scenarios include customized passes to ensure
duplicates are not created, but rather that existing Leads, or
Contacts are updated.
• The application steps the user through various stages to take
a spreadsheet of "People", map the input data to the fields in
Salesforce .
• Please note: You will need to reset and use the security
token during the initial login. A demo video using the security
token is provided on the Salesforce User Guide website
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People Import
• People Import can be used for
– Leads
– Contacts
• People Import compares uses customized matching
techniques to identify records existing in salesforce and
ultimately imports the list, updates existing records and only
imports new records.
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People Import - Stage 1 Mapping
People Import Stages – Stage Mapping 1, Step 1
• Stage 1 – Mapping Step 1
– The stage where the source file is selected and fields are mapped to the
appropriate fields in Salesforce.
– Options are provided as to which fields should be inserted on new
records and updated on existing records.
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People Import Stages – Stage 1, Step 1
• Click the Stage 1 icon on the navigation bar on the
left hand side of the screen
• Select the data source of the incoming file by
clicking the radio button next to the appropriate
data source
• Click the Select File button to browse the computer
for the file to use in this operation
• Next, select the worksheet to use by highlighting
the worksheet and clicking the Use button
• The number of incoming records will be displayed
in red
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People Import Stages – Stage 1, Step 2
Stage 1 – Mapping Step 2
Chose which object(s) to compare by clicking the radio button
next to the desired option
• Leads: will only compare incoming data to the Lead records
in Salesforce
• Contacts: will only compare incoming data to the Contact
records in Salesforce
• Leads & Contacts: will compare incoming data to both the
Lead and Contact records simultaneously.
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People Import Stages – Stage 1 Mapping, Step 3
• The fields from the incoming data need to be mapped to the
appropriate field in Salesforce.
• This ensures, upon insertion of new records and updates on
existing records, that the data is imported to the correct field.
There are 3 ways to set up field mapping:
– Drag and Drop
– Using the "Auto Map" button
– Saved Mapping
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People Import Stages – Stage 1, Step 3
Drag and Drop - this is done by clicking on a field in the Load_worksheet
name columns (this is the column to the left of the Lead or Contact column
holding the Salesforce fields) and dragging to the correct Lead/Contact field
in Salesforce. Once a field is mapped a blue flag will be placed next to the
mapped field.
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People Import Stages – Stage 1, Step 3
The "Auto Map" button - will attempt to automatically map the fields
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from the incoming data to the proper Salesforce fields based on the name of
the header column in the incoming spreadsheet. Blue flags will be placed
next to all fields that were mapped.
When using this function we strongly suggest that the user review the
mapping for accuracy
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People Import Stages – Stage 1, Step 3
• Saved Mapping - this option is only available after a mapping has been
setup and then saved for future use To save a mapping the user firsts sets
up the mapping by dragging and dropping fields or using the automap
button. Then, the user clicks the "Save Mapping" button, names the file
and saves it to a location of his/her choice.
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People Import Stages – Stage 1, Step 3
• Field Mapping Options
• Once a field has been mapped a dialogue box will show under the
field presenting four or five field level import/update
• Insert - when checked, will ensure that a field value is inserted for
newly created records using the data in the incoming spreadsheet
• Update - when checked, will update a field for records found to be
matches and overwrite existing salesforce.com data with the value
from the incoming spreadsheet
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People Import Stages – Stage 1, Step 3
• Field Mapping Options
• Update Only if Blank - when checked, will only update a field for
records found to be matches if the field is blank in salesforce.com
• Merge - when checked, will update a field by merging the value from
the incoming data source with the existing value in salesforce.com.
This operation is only available for multi-select pick lists, long area
text fields and certain boolean fields
• Do Not Update - when checked, will not update a field for the
records found to be matches and the current salesforce.com value
will remain
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People Import Stages – Stage 1, Step 3
• Some organizations utilize an import template so that data is
presented in a uniform manner to the Salesforce Admins. This
approach to data will also aid in quicker uploads as mapping
can be saved and quickly recalled for future use.
• "Clear Mapping" button - clears all field mapping currently on
the screen "Load Mapping" button - loads a
previously saved mapping file "Save Mapping" button saves the current mapping on the screen for future use
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People Import - Stage 2 Comparison
People Import Stages – Stage 2, Step 1
• Stage 2 – Compare
– Stage 2 is where the user decides if the input file should be compared to
all records in Salesforce of just a subset of Leads or Contacts
– Screen 2 allows the user to compare the incoming data to all Leads or
all Contacts or the option to specify a sub-set of records to compare to
the incoming data source via a where statement (to learn more about
using conditions click here)
– If comparing to both Leads and Contacts the user can choose to
compare to All Leads and sub-set the Contacts or vice versa
– Some users with larger databases may use the subsetting as a way to
speed up processing i.e. if they know they only want to compare to
Leads or Contacts in a specific country the filter criteria may reflect that
Other users may utilize this option to ensure that records only get
compared to certain records of the same record type, etc.
– .
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People Import Stages – Stage 2, Step 1
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People Import - Stage 3 Matching
People Import Stages
• Stage 3 – Matching
– The stage where the user decides how the incoming data will be
compared against the Leads and/or Contacts already loaded in
Salesforce.
– The user can select from a near unlimited (within reason) number of
Lead and Contact matches and they can be performed in any order.
– The Match Steps act as a filter on the incoming data, if successfully
matched in one of the Steps, then the updates from Stage 1 are
processed.
If no match is found to an existing Salesforce record, then a new record
can be created.
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People Import Stages – Stage 3
• Stage 3– Matching
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Step #3 is where the user decides on how the incoming data will be
compared against the Leads and/or Contacts already loaded in
salesforce.com. The user can select from a near unlimited (within reason)
number of Lead and Contact matches and they can be performed in any
order. The Match Steps act as a filter on the incoming data, if it successfully
matched in one of the Steps, then the updates from Screen #1 are
processed.
Use the "Add Lead Match Step" or the "Add Contact Match Step" buttons to
add additional steps into the process.
Once a step is loaded it can be moved up and down in the order of the
match sequence using the "Move Up" and "Move Down" buttons as well as
deleted with the "Delete Step" button.
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People Import Stages – Stage 3
• Stage 3– Matching
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In order to actually design the criteria for the matching of the incoming data
against the Lead or Contact (as selected) begin by pressing the "Add Match
Condition" button, this will display a list of the available fields that you can
match on (any field that was mapped in screen #1 essentially). Select the
field that you would like to match on and then select the Mapping Type to
match that field with. PeopleImport gives many different options including
Exact, Fuzzy, Cleaned Account Name, Relaxed Address match etc. For full
details on the available matching types see the section later in this
document.
After completing the Matching Conditions the user is then given the
opportunity to also assign any records that are successfully filtered out via
the Matching Condition and assign them to a Campaign and/or create a
task for the owner of the Contact or Lead.
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People Import Stages – Stage 3
• Stage 3– Matching
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The final step in PeopleImport Screen #3 is always the "Final Matching
Conditions" as stated earlier the multiple matching conditions act as a multi
layer filter. The "Final Matching Conditions" is essentially the question of
what to do with the records that fall through all the previous layers of the
filter. The user is given three choices:
1) Create a new Lead, this option will take all the remaining records (the
ones not caught by previous filter layers) and create new Leads for them.
2) Create a new Contact, this option has three sub options:
Create a new Contact in a New Account automatically
Search for an existing Account that matches the incoming data, in the
hopes to find the Account where the Contact should be created before
creating a new one
Do nothing, just report them in the final results file as being unmatched data
Now that the incoming data comparison to the existing salesforce.com data
has been established, proceed to the next screen.
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People Import Stages – Stage 3
• Stage 3– Matching
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People Import Stages – Stage 3
Stage 3– Matching
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Use match steps like a filter, customize with as
many Lead and Contact matches as required.
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Assigning matches to Campaigns and creating
Tasks for the Lead or Contact owner
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Looking at PeopleImport options for the
"Final Match Condition"
People Import Stages – Stage 3
• Stage 3– Matching
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The final step in PeopleImport Screen #3 is always the "Final Matching
Conditions" as stated earlier the multiple matching conditions act as a multi
layer filter. The "Final Matching Conditions" is essentially the question of
what to do with the records that fall through all the previous layers of the
filter. The user is given three choices:
1) Create a new Lead, this option will take all the remaining records (the
ones not caught by previous filter layers) and create new Leads for them.
2) Create a new Contact, this option has three sub options:
Create a new Contact in a New Account automatically
Search for an existing Account that matches the incoming data, in the
hopes to find the Account where the Contact should be created before
creating a new one
Do nothing, just report them in the final results file as being unmatched data
Now that the incoming data comparison to the existing salesforce.com data
has been established, proceed to the next screen.
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People Import Stages – Stage 3
Stage 3– Additional Mapping Options
Additional Mapping Types
Fuzzy
Phonetics engine capable of analyzing words for how they sound
when pronounced. Through a technique of removing vowels and
analyzing the remaining consonants the fuzzy engine works well for
matching fields with spelling mistakes.
Transpose
The transpositional engine allows for fields to appear as duplicates
even when there are differences in their word order. For
example, "Jones, Smith and Jackson" will appear to be a duplicate
of Jackson, Smith and Jones.
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People Import Stages – Stage 3
Stage 3– Additional Mapping Options
Additional Mapping Types
Alpha-Clean
The alpha cleaner extends some of the capabilities of the account
name cleaner to other fields for easier matching. The alpha cleaner
is used for ascii (North American) data to ensure that the only
characters that are analyzed are the 26 characters of the English
alphabet and the numbers 0-9. Any other character that the field
may contain will be ignored by the deduplication matching
algorithms.
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People Import - Stage 4 Global
Campaigns & Tasks
People Import Stages - Stage 4
• Stage 4– Global Campaigns & Tasks
– Stage 4 is where Campaign links and Tasks can be created globally for
all records in the input file, or any records that were NOT linked to
Campaign or assigned a Task in any of the matching steps in Stage 3.
– This step is optional and can be skipped if no Campaigns or Tasks need
to be assigned in the import.
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People Import Stages – Stage 4
• Stage 4 – Global Campaigns & Tasks
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People Import - Stage 5 Results &
Processing
People Import Stages – Stage 5
• Stage 5– Results & Processing
– Stage 5 is where the search for duplicates is
initiated. The results can then be reviewed and
verified, and ultimately committed to Salesforce.
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People Import Stages – Stage 5
PeopleImport Screen #5 –
Analyzing Results
before
Committing to
Import
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People Import Stages – Stage 5
• Stage 5– Results & Processing
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Begin the process of analyzing the incoming data against the data in
salesforce.com by pressing the "Find Matches" button. This will begin the
process of downloading the Leads and/or Contacts from salesforce.com
that you selected to compare the incoming data against earlier in Screen
#2. Once downloaded, the progress bar will indicate the comparison of the
data source and salesforce.com will take place on your local computer.
Dependant upon the size of both the incoming data vs the size of the data in
salesforce.com this comparison could take up to 10 minutes (for huge #'s).
Once completed, a grid as shown in the sample picture (left) will be
displayed. Initially it is shown in the same order as the incoming data set.
You can scroll down through the results screen seeing where and what
would happen to each incoming data record. Did it match a Lead or a
Contact? Did it do an update or create a new? Did it create a Contact in an
existing Account? The results screen has all this information.
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People Import Stages – Stage 5
• Stage 5– Results & Processing
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You can also use drag and drop to drag column headers into the gray zone
above the grid to develop sorts and groupings to make the data easier to
understand.
Wherever there is an update of an existing record you can use the plus sign
indicator to open the tree view and see the values of the salesforce.com
fields that matched. They are indicated by the sf_ prefix in the column
headers.
If you would like you can click on the blue URL MatchID (Lead or Contact)
or ParentID (for Contacts only) and the record will be displayed in a
PeopleImport dialogue box as shown on the left.
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People Import Stages – Stage 5
• Stage 5– Results & Processing
• Once satisfied that the proper records were discovered and
that you want to perform the import, select the operations you
would like to perform by placing a check mark in the control
box. Check All and Check None buttons are available.
• When all selections have been made, "Import Checked
Objects" will perform the import operation without further user
involvement.
• Screen #5 is exportable to get a detailed report of the match,
this can be done even without performing the final import.
• Import capabilities are crippled in the trial version but the
results screens can still be built and exported.
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People Import Stages – Stage 5
The PeopleImport View Button allows you view the objects
that match prior to importing
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People Import Stages – Stage 5
If your Screen #5 results look great, save your scenario for easy
recall later, all of your matching's will be preserved.
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People Import - Tips
• Be sure to include Last Name & Company on your import
spreadsheet as they are required org fields.
• Use Last name, First Name for leads or contacts without an
associated company name
• If you setup the spreadsheet with the field names used in
salesforce the auto mapping feature will automatically match
the fields
• Be sure to add your Record Id Type to the spreadsheet in
order to insert new records the appropriate record type
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