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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / importing notes for co...
Microsoft Dynamics CRM (Archived)

importing notes for contact records

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Posted on by Community Member

I recently imported contact records into my CRM

However within the Import template, the Notes field is not included

So i imported the contact records but no notes

Can someone help please...How do i import the notes for each contact record

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  • Suggested answer
    Sayhaitokumar Profile Picture
    Sayhaitokumar 7,042 on at

    Hi dynamichic,

    Please refer the link below it may help you.

    rc.crm.dynamics.com/.../outlookimportnotes.aspx

    mscrmshop.blogspot.in/.../importing-notes-attachments-in-crm2011.html

  • Community Member Profile Picture
    Community Member on at

    ok..will look into it now. thanks for the prompt reply :)

  • Community Member Profile Picture
    Community Member on at

    Notes is not displayed amongst the list of fields that one can select and add to the Excel spreadsheet.

    Please can anyone help with regards to step by step.

    Will be realy helpful

    All the contacts are alreay in crm, i just need to add all the notes to the contacts

  • Community Member Profile Picture
    Community Member on at

    Hi dynamchic,

    From what I gather you can create a sheet with all the Note records (to be) and add the column "Regarding" where you could populate the names of the Contacts. (The Contact names in the Regarding field will have to be exactly the same as they currently exist within CRM otherwise the import will fail ).

    You couldn't import the Notes whilst importing the Contacts because one contact can have multiple Notes records, unless you mean "Notes" in terms of say 1 multiline box which is contained within the Contact entity which holds general descriptive information for the record. If this is the case - Export all the already existing Contacts via Advanced Find mark them "Available for re-import", fill in the required details in the single Note multiline text field and import the sheet back, this will update the existing Contacts. (don't forget to configure the columns whilst doing the adv find- just include name  (way to identify the record to which a single note belongs to) and the required Note field )

  • Community Member Profile Picture
    Community Member on at

    Many many thanks. got ther in the end. :)

  • Community Member Profile Picture
    Community Member on at

    Great! :-) What did you do at the end? Import of Notes records Regarding the existing contacts or Re-Import of Contacts to populate single Note field? :-)

  • Suggested answer
    Community Member Profile Picture
    Community Member on at

    To import Notes for a Contact entity follow these steps:

    Download the Notes template from the Data Management/Templates for Data Import and select Notes.  The CSV excel file has the following fields.

    Template Fields:

    • (Do Not Modify) Note (Leave blank)

    • (Do Not Modify) Row Checksum (Leave blank)

    • (Do Not Modify) Modified On (Leave blank)

    • Title (Mandatory. Title on the Lead)

    • Owner (Optional. Have to be some of the users in CRM)

    • File Name (Optional. Used to import attachments on notes)

    • (add) Regarding To (Mandatory and this field must be added as unique identifier of the Entity)

    • Description (Optional. The note text)

    Strangely the "Regarding To" field is missing from the standard template so you need to add a column called "Regard To" field.  This field references the entity so you can then upload the Notes to the associated entity.

    To import the records (Data Management / Imports / Import Data), use these settings:

    Import Settings:

    • Select file (excel file)
    • Delimeter Settings (keep default)
    • Select Data Maps (Default - Automatic Mapping)
    • Map Record Types: <select Note>

    So far so good, the next section is a bit more obscure....

    Map Fields:

    When mapping the "Regarding To" select the drop down menu and under Fields, select Reporting (Lookup).

    From there scroll down to Knowledge Base Record check Lead and Select "Company Name" (assuming this is the identifier you used for "Regarding To").  Hit OK and follow the instructions.

    Again, the key is the "Regarding To" field.  It must be associated with Accounts, Notes, Opportunities and Leads.

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