Microsoft Dynamics CRM (Archived)

Update multiple records by import and Export to Excel

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Posted on by Community Member

Hi,

I have around 5000 contacts uploaded in Dynamics CRM for our company.

Now I need to update around 500 of them and change their owners.

For 4000 of contacts, I need to update a value in a field.

If I do it record by record, this will take lots of time.

Is it possible to Export the entire contact list in Excel and I make all the changes in the required fields. Once all the changes are completed in Excel file, Import the changes back in CRM.

Also, If I import the data again and as 5000 records already exists in CRM, will they be updated or new duplicate records will be created.

I need to complete this task ASAP. Please reply with solution.

Regards

Deepak

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Karsten Wirl 4,477 on at

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Hello Deepak.

No panic!

You can use Export to Excel and reimport them after update... or you can use the BULK EDIT feature or you customize a workflow on demand.

Export to Excel:

1. Choose your accounts with help of a view.

2. Click on "Export to Excel" and check "Data for reimport".

3. Save the excel

4. Open the file and make your changes

5. Save the excel

6. Click on Import

7. Choose your excel

8. Done!

Important: Mark the data for RE-IMPORT!!!

Kind regards,

Karsten

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Mahendar Pal 45,095 on at

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Hi,

If you have a fix value that you need to setup in these fields and have some pre defined criteria to get list of target record than you can create ondemand workflow and can setup these values easily, to run your workflow for all active records, check our post

http://himbap.com/blog/?p=1244

Otherwise import and export can be done easily and it will just update your existing records.

Thanks

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Community Member on at

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Thanks Karsten,

I am working on 2016 version and there is no check box while Exporting data but Export as Static worksheet.

I have biggest doubt : Will this activity suggest by you not create duplicates or just update the records.

And if I would like to user bulk Edit, how do I display all records in single view. Currently we have only 50 records per view. But still to update 4000+ records, BULT EDIT may not be good solution as I need to browse the records one by one. Excel seems to be better choice and easy way out.

Please suggest.

Regards

Deepak

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Karsten Wirl 4,477 on at

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Hello Deepak.

Sorry, my fault.

Export to Excel:

1. Choose your accounts with help of a view.

2. Click on "Export to Excel" and select "Static Worksheet".

3. Save the excel

4. Open the file and make your changes

5. Save the excel

6. Click on Import

7. Choose your excel

8. Done!

Important: There are no doublets, because the CRM-System stores the GUIDs of the exported records in the file. :)

Change the records per page:

To change the "records on page", click in the main system bar on the icon for SETTINGS, than OPTIONS... In the first tab "General" there is an option "Records per Page". Highest possible value is 250!

Bulk Edit:

BulkEdit works for max 250 records at once.

You select the records you want to edit in your view and than click on bulkedit.

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Karsten Wirl 4,477 on at

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Hello Deepak.

BulkEdit works for max 250 records at once.

You select the records you want to edit in your view and than click on bulkedit.

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Community Member on at

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Thanks Karsten,

I think I am going to use Excel file Export and Import.

Thanks

Deepak

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Karsten Wirl 4,477 on at

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Hello Deepak, good luck. :)

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Community Member on at

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Current version: CRM online 2015 Update 1

This is exactly what I am trying to do but instead of updating contacts, I am updating accounts to different owners due to territory realignment. I can't use the bulk edit feature or the assign feature because the account ownership changes are very complex.

I have already exported the accounts via static worksheet and updated the owner column to reflect the new account owner in the exported excel file. I am ready to import the data back into CRM but like Deepak, I am also VERY concerned with importing the data back in CRM and creating duplicates.

Here is what I need clarification and assistance on:

When I exported the static worksheet it hid the columns A-D Column headers A-D listed below.

(Do Not Modify) Account

(Do Not Modify) Row Checksum

(Do Not Modify) Modified On

Created On

I am ready to import the static worksheet back into CRM. I have chosen the import XML worksheet method, choose the Account Record type, automatic mapping and now have paused my efforts because of the fear of creating duplicates.

Three of the four columns did not map automatically and it is directing me to map the unmapped fields which are the columns A-C.

Column D- "Created On", mapped just fine. The other three listed below did not map automatically.

Column A- (Do Not Modify) Account

Column B- (Do Not Modify) Row Checksum

Column C- (Do Not Modify) Modified On

Looking at Column A- "(Do Not Modify) Account" field is that the "Account (Primary Key)" field?

I don't see anything that can map to Column B- "(Do Not Modify) Row Checksum" or Column C- "(Do Not Modify) Modified On" fields

I just want to update the account owner which mapped automatically.

Please help! I need to get this done ASAP as well. I attached some images to give you an idea.

Thanks in advance,

Tashia

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Community Member on at

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HIMBAP-Can you review my reply thread and offer your feedback?

Thanks

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