Importing Multi-Select Picklist data in Dynamics 365

Multi-select picklist was one of the most requested features in the Dynamics community and was introduced in Dynamics 365 from ver. 9.0

However, importing multi-select picklist data can be a problem using the CRM Import Tool. Below is the sample csv file with a multi-select column named ‘Hobbies’.

Although it as 2 distinct values in the ‘Hobbies’ column (data in multi-select field supposed to separated via semicolon), the CRM Import Tool does not consider the same. Refer screenshot below.

Importing the above will result in CRM automatically creating a new option set value called ‘Running; Swimming’ which is not the intended purpose.

Now the good news:
The CRM Import Tool supports both CREATE and UPDATE of records. Although the tool does not support multi-select picklist data during record creation, it does support multi-select picklist data during update of records.

On the CSV file which you plan to import (for record creation) add a new column (e.g.: Unique Id) and populate it with a sequential number value.

Create a similar field in CRM (datatype: whole number) on the entity.
While mapping the columns during Data Import ensure the map the ‘Unique ID’ column with the newly created field.
Do the map the Multi-select field. (We will be handling this after the import)
Now proceed with the Import. Once successfully imported, you should have all the records created in CRM with the ‘Unique ID’ field.

Include the ‘Unique ID’ field and the Multi-select field in a new view and sort it based on the ‘Unique ID’. Now export the view to Excel as a ‘Static worksheet’.

You now have 2 files:

• Original import file
• Exported data file from CRM

Ensure that the data in both files have been sorted by the Unique ID field. Carefully copy the multiselect column data from the original file and paste it over the multiselect column on the file exported from CRM. (Do not overwrite the header column)

Simply import back the updated file using the CRM Import Tool. CRM will identify it as a update job and update back all the records in CRM with the multi-select values.

Alternatively, you could even use the ‘Open in Excel Online’ feature to do the same.

Below are some of the other Limitations to be aware of:

• Default value for a multi-select picklist cannot be set from within Customizations; however, you could use custom code approach to set a default value.
• You could define any number of options for a multi-select picklist, however only a maximum 150 options can be selected for a multi-select picklist field
• Although multi-select picklist is available as a ‘Trigger’ for workflows, it cannot be used within a ‘Check Condition’ on a Step.
• Bulk-Edit does not support multi-select picklist fields.
• If you plan to use the CRM SDK to create/update multi-select picklist values ensure that you are using the ver. 9 or above of the SDK assemblies.

More details on how to interact with multi-select picklist via CRM SDK here