Note: Import templates are part of Cloudingo’s Rapid Import feature, available with an Enterprise license.

Import Templates allow you to configure specialized settings relative to your specific import process so that you can automate that process in future import uploads. Templates allow you to save each setting within each import step and build scan rules to tell Cloudingo which filters & automation rules (and auto-merge/push options) you want to choose for each scan. If you repeatedly use the same file formats for your uploads and you habitually always use the exact same import options for those file uploads, this feature is for you! Templates will greatly reduce the wait time in between each scan, allowing the import template and automation job to complete the entire process for you. Once you have your template created, all you need to do is upload your file and the processing begins! You can create multiple templates to handle different file format uploads as well.

This feature is available for Enterprise license customers only.

Templates are created initially within the Import Template Library and can be individually owned or shared with other users if you have multi-users enabled in your Cloudingo account. The owner/admin user of Cloudingo will automatically have permission to create and share templates. Additional users must have the Import Template permission enabled for their specific Cloudingo role in order to utilize this feature.

It is highly recommended that you familiarize yourself with the normal Cloudingo Import Tool process entirely. You should be able to comfortably comprehend and be able to detail your import process steps before attempting to setup an import template automation.


Navigation to Import Template Library

There are two ways to navigate to your Import Template Library.

Access the Import Template Library directly from your User Menu option at the top, right corner of your main dashboard.

You can also access the Import Template Library directly from the Import Wizard start page (from your Imports Dashboard) by clicking the ‘Manage Import Templates’ button to the top, right corner of the import dashboard page.

Both navigation options will bring you into the Import Template Library where you can create a new template, or edit an existing template.


Creating & Managing Import Templates

To create a new Import Template, click the ‘Create Template’ button in your Import Template Library.

Steps for creating import templates will vary based on the Salesforce Object that you select in Step 1. Options are ‘Lead’, ‘Account’, ‘Contact’, and ‘Contact then Lead’ for multi-object import. Other options also include ‘Person Account’ and ‘Person Account then Lead’ if person accounts are enabled for your org.

For more detailed instructions on the Options available, choose the object(s) that you will be using for import. These links will direct you to our import tool instructions for that object. You will set the settings to match what you would normally choose during your normal import process.

Lead Import

Contact Import

Account Import

Multi-Object Import (Contact then Lead)


Tab 1 Import Object Settings

Import Templates - Step 1

Example used for this article is using Contact then Lead (multi-object) import. Options will vary based on object chosen. For more details on options available, please refer to the specific object import help article. All settings will need to be set the same way you would set them during your normal import process.

Template Name: Name your Import

Description: Give a description for your template

Salesforce Platform: Choose the Salesforce platform connection that you wish to create the template for (ex: Production connection vs. Sandbox)

Salesforce Object: Choose the Salesforce object(s) that you will be importing against.

Actions to Take: (Options will vary depending on Salesforce object chosen ) – Please see specific import object links above for more help. Choose the setting you would normally choose during your regular import process.

File Options: Choose your file option settings for Column Headers, Date Formatting, and Decimal separator for numeric values (if using non-US date or decimal format as your default).

Enable Import Template: Templates are only available if enabled.

Share Import Template: Allows the template to be shared with additional users if you have multi-user logins enabled in Cloudingo.

Choose Continue at the bottom, right of the page to move to Tab 2.


Tab 2 Import Tracking Settings

Import Template - Step 2 - Tracking Settings

Example used for this article is using Contact then Lead (multi-object) import. Options will vary based on object chosen. For more details on options available, please refer to the specific object import help article. All settings will need to be set the same way you would set them during your normal import process.

Assign Campaign: Choose Campaign, Status, Create/Update options as applicable.
Note: If assigning a campaign in a template for re-use in future imports, you will need to edit your existing template to update the campaign for future campaign imports.

Select Default Lead Status: Choose your default lead status (if applicable and if different than your Salesforce default status).

Create Note: Choose to generate a new Note on all merged or imported records.

Owner Assignment: Choose option to set Contact owner to be the same as Account owner when existing Account found (if applicable).

Choose Continue at the bottom, right of the page to move to Tab 3.


Tab 3 Import Mapping Settings

Example used for this article is using Contact then Lead (multi-object) import. Options will vary based on object chosen. For more details on options available, please refer to the specific object import help article. All settings will need to be set the same way you would set them during your normal import process.

Map all relevant fields and objects for the file format that you will be using with your template. Mappings you have saved during a normal import process will be available in the saved mapping options. It is recommended that you step through a normal import first and save your mapping for selection in your template mapping.

Choose Continue at the bottom, right of the page to move to Tab 4.


Tab 4 Import Preview & Scan Dedupe Settings

This step combines your scanning & rescanning options during Steps 5 & 6 from our normal import process into an automated setting configuration.

Choose to ‘Select all records‘ or ‘Select Records with no errors‘ to select which records you want to scan. Records with errors at this stage will be validation errors (potential problems found in the data or formatting of your file). Records with errors will be viewable in the Import Wizard after the template automation completes. You can choose to bypass those records during scan, or continue the process with those records. This option is the same as doing a ‘Select All’ in Step 6 for scan, or filtering out only records without errors during Step 6.

Click the ‘Add ReScan Option‘ to begin configuring your scanning/rescanning settings.

Import Scan and Review Step Settings

Scan settings will be run in the order that they are configured in this section. Each step is defined in a new scan iteration (row) in your settings. Example is provided below.

Object Selection: Choose which object you want to scan (you will see options available if doing a multi-object import).

Scan Options: Choose the option that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

  • Scan for Duplicates
  • Do nothing and let me manually decide what to push to Salesforce
  • Don’t Scan for Duplicates; just push all records automatically

Filter: Choose the filter that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

Automation Rule: Choose the automation rule that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

Auto Merge Dupes: Choose the option that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

Auto Push Unique Records: Choose the option that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.
Note: For multi-object Contact then Lead import, when configuring a rescan option for ‘Contact’, this setting is equivalent to the ‘Push Contacts instead of Leads when Matching Account is found’ in Step 5.

Skip Merging Groups with import Records only: Choose the option that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

Scan Current Import Batch Only: Choose the option that you would typically choose during Step 5 for each scan/rescan iteration you are configuring.

Action to take after Import Scan: Choose the option that fits the manual process you would normally take after performing your Scan/Rescan. Set this option for each scan/rescan iteration you are configuring.

  • Push Remaining Records – pushes all remaining records into Salesforce as new records under the object you are scanning with the iteration you are configuring. This is a final step option, and additional Rescan options cannot be configured when this option is chosen.
  • Delete Remaining Import Records – deletes all remaining records not already managed from your file upload. This is a final step option, and additional Rescan options cannot be configured when this option is chosen.
  • Delete Import Records with Salesforce Duplicates – deletes any record that has detected a duplicate in Salesforce from the file upload. All other records (including Unique and records that contain Import File Only duplicates) will remain in the file upload. Additional Rescan options can be configured when this option is chosen.
  • Do Nothing – does not push or delete records from the file upload. It simply allows you to do another Rescan configuration without taking any action between scans. This will likely be the most common setting until all of your scan iterations are complete.

Example

In this example, my import automation will run through the following:

First Scan will be against the Contact object, using the ‘Contacts (email + full name)’ filter & ‘Default contact rule’. It will automatically merge with Salesforce duplicates detected, but it will not push any remaining records in. Records duplicated within the import file only (not in Salesforce) will not be merged & pushed into Salesforce. The duplicate scan will ignore any other files uploaded to Cloudingo and only evaluate the records within the specific import batch and Salesforce.

Second Scan will be against the Contact object again, this time using the ‘Contacts (email + last name)’ filter & ‘Default contact rule’. It will automatically merge with Salesforce duplicates detected. It will also push in any records that have a matching Account as new Contacts (instead of Leads) underneath those existing accounts. Records duplicated within the import file only (not in Salesforce) will not be merged & pushed into Salesforce. The duplicate scan will ignore any other files uploaded to Cloudingo and only evaluate the records within the specific import batch that gets created – and Salesforce.

Third Scan will be against the Lead object, using the ‘Lead (full name + email)’ filter & ‘Default lead rule’. It will automatically merge with Salesforce duplicates detected, but it will not push any remaining records in. Records duplicated within the import file only (not in Salesforce) will not be merged & pushed into Salesforce. The duplicate scan will ignore any other files uploaded to Cloudingo and only evaluate the records within the specific import batch that gets created – and Salesforce.

Fourth Scan will be against the Lead object again, this time using the ‘Leads (email + last name)’ filter & ‘Default lead rule’. It will automatically merge with Salesforce duplicates detected. It will also push in any remaining records that have not already been managed in a previous scan into Salesforce as new Leads. It will merge and push in any import file only duplicates that have been detected (that do not already exist in Salesforce). The duplicate scan will ignore any other files uploaded to Cloudingo and only evaluate the records within the specific import batch that gets created – and Salesforce.

Note: This last iteration example pushes in all remaining records due to the ‘Action to take after Import Scan’ setting chosen (‘Push Remaining Records’). This will push in ALL remaining records (including unique records as well as import file duplicates if you do not de-select the ‘Skip Merging Groups with Import Records only’ option – which forces the import file duplicates to merge & push into Salesforce). Choosing ‘Auto Push Unique Records’ will push in only Unique Records. If you want to review your import file duplicates without auto-merging them, you can choose to ‘Auto Push Unique Records’, keep the option ‘Skip Merging Groups with Import Records Only’ selected, and choose ‘Do Nothing’ for the ‘Action to take after Import Scan’. This will leave the import file duplicates in the file upload for you to review manually after the import automation completes.

Choose Save at the bottom, right of the page to move to save your Import Template.



Editing, Copying or Deleting an Import Template

To edit, copy or delete an existing Import Template, navigate to your Import Template Library and click the menu option to the left of the template you wish to edit, copy, or delete.

Edit will allow you to change your default options within the template, update the campaigns attached, mappings, etc.

Copy will allow you to copy the existing template into a new template. Be sure to give your new template a unique name and make any adjustments to settings as necessary.

Delete will delete the import template entirely. Any files pending import automation using the template will not be able to process if the associated template is deleted.


Automating Imports

To automate your import using an Import Template, you can navigate to the Import Dashboard and choose ‘Automated Import’

Once in the Automated Import Upload page, click the ‘Choose file(s)’ link to browse and pull in your file(s), or locate your file(s), and drag/drop them into the Upload box. Import jobs will be processed in the order that they appear in the Automated Import Upload box. Once the files selected, drag/drop them in the order they should be executed.

 

Once you have all files added to the upload in the order that you want to process them, you need to click the drop box under each file upload and choose which Import Template you wish to use. Do this for each file upload. Once you have the correct templates selected, you are ready to begin the import automation job.

Click the ‘Start’ option. When the import jobs begin, the files in this example will run in this order: MOCK_DATA(3) first, MOCK_DATA(4) second, and MOCK_DATA(5) last.

Clicking ‘Start’ will begin the upload process will create the file upload(s) in the Cloudingo import wizard. It will then start the automation job processing, using the rules defined within the template selected for the job.


Check Import Status & Errors

Please check your import file status after the automation jobs are completed. Go directly to your Import Dashboard to see the uploaded files & their status. If the status shows ‘Completed’, the import was successful and all records have been managed. If the status shows ‘Incomplete’, click ‘View’ to get into the import to fix any errors detected and finish your import process. If errors are detected in the file before or during scan, you may be required to fix those errors before the automation job can be restarted.