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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Mass Import Data
Microsoft Dynamics CRM (Archived)

Mass Import Data

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Posted on by CRM Learner 88

So we have 100 records we need to update.  I'd like to use the import functionality to do so.  I just want to make sure I only update the specified records that I want though.  Would these be the steps?

1. Created an Advanced Find with all the fields I need to update

2. Export the Advanced Find to a spreadsheet

3. Edit only the records I want to update

4. Import spreadsheet

If I were to clear out all the other records from the spreadsheet and just leave the ones I want to update, It won't delete or clear the values from them right?  I feel like the GUID is still there so I am a little scared.  Please let me know what the best approach would be.

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  • Suggested answer
    ashlega Profile Picture
    ashlega 34,477 on at
    RE: Mass Import Data

    That would work, but you can also use "Download a template for data import" functionality:

    www.microsoft.com/.../download-a-template-for-data-import.aspx

  • CRM Learner 88 Profile Picture
    CRM Learner 88 on at
    RE: Mass Import Data

    Thank you!

    Now if I want to import brand new records, what is the easiest way to make a template?  Should I do an advanced find with some criteria that yields no data and then just export that?

  • Verified answer
    Community Member Profile Picture
    Community Member on at
    RE: Mass Import Data

    I believe if you leave other rows as it is it will not update those. CRM will identify the changes and will update only those records containing changes.

  • Verified answer
    Tom Fursdon Profile Picture
    Tom Fursdon on at
    RE: Mass Import Data

    Your steps are correct.

    In regard to clearing out other records from the spreadsheet:

    If you do this then make sure you delete the entire row (which includes the GUID etc in the first three columns). If you clear the values, but leave the GUID there, then the fields will be updated to remove the data, which you probably don't want.

    CRM will only update records where they have changed, so it's usually best just to leave those records in your import, even if you haven't changed anything in them.

  • Verified answer
    ashlega Profile Picture
    ashlega 34,477 on at
    RE: Mass Import Data

    Hi,

     if you delete the rows from excel, those records won't be deleted from CRM. Actually, I don't believe excel import will ever delete a record from CRM (because, after all, it's using a GUID to update the records.. so how would it know what to delete if there is no row). BUT, if you only clear out the columns (and leave the rows in there), that would mean you are asking the import to update those fields in CRM.

     Other than that, your steps look good..

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