Updating Records From a Large Data Set

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Posted on by Community Member Microsoft Employee

Hello All,

Does anyone have a good method for updating a large number of records based on a list of those records? For example, I have 450 contacts I need to change the owner for. The records are random, so I'm unable to identify them using filters or advanced find. How can I use this data set to identify my records in CRM so that I can quickly reassign them? The only thing I can see is to create a bunch of "OR" lines on an advanced find like "Contact Name = Joe.Smith" and manually enter in all the names I need to update. Is there a better way that someone has used?

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Community Member Microsoft Employee on at

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RE: Updating Records From a Large Data Set

Hi Andrew,

excel is surely the best method.

Please note that you cannot update owner by excel import, because it is set by crm process last step (where you are asked about new owner).

So, if you need to update records by excel including owner attribute, proceed as follows:

1) create a new lookup field in contact entity, pointing to systemuser, we call "New Owner"

2) create a workflow which reassing the record by "New Owner"

3) export excel template

4) populate data

5) reimport excel

Hope it helps!

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Aric Levin 30,188 on at

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RE: Updating Records From a Large Data Set

I think that I would try Alex's solution. Other solutions might be more complex.
Community Member Microsoft Employee on at

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RE: Updating Records From a Large Data Set

Hey Aric,

It does not. Generally a excel document.
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ashlega 34,475 on at

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RE: Updating Records From a Large Data Set

Hi,

you might create a new entity with a lookup to the contact, then create a workflow that would re-assign related contact whenever a new record of that new entity type is created..

Then you might import your file to the new entity and use mapping for the lookup:

www.powerobjects.com/.../importing-lookup-values-using-crm-2011-data-import-wizard
Aric Levin 30,188 on at

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RE: Updating Records From a Large Data Set

In what format is your list? Does your list have the Guids of the records?