Before you start an import, it’s important that you decide how you want to find your duplicates and how you want to merge them. The import wizard uses the filters and automation rules that you have already created. If you prefer different criteria, you must create the filters and rules before you start importing. Watch the how-to video on the Import Wizard Part I – Filters & Automation Rules here.
Follow the Import Wizard step-by-step instructions below or watch our collection of how-to videos at the bottom.
Cloudingo lets you import and dedupe CSV or tab delimited files using the Import Wizard. To launch the wizard, click Imports and then Start Wizard .
Note: Any incomplete and/or complete past imports are stored in Cloudingo and are listed on the first page of the import wizard. If you do not need these past imports, it is highly recommended that you delete them as their presence can skew your filter results. Imports will automatically be deleted from the wizard after 30 days. Watch the how-to video on Keeping the Import Wizard Clean here.
There are six tabs/steps to cleansing and importing a file of records. As you work through each tab, you can go back to a previous tab to view your prior selections. Due to the structure of the tables being built in the back-end to perform the import process for scanning, we cannot allow you to make changes in steps prior to Tab 5. Sometimes it is helpful, however, to go back and check your work. Hit the ‘Back’ button at the bottom of any page.
The Back button at the top of the page takes you all the way back the import wizard list page.
Selecting View next to any import will return you to the last step taken for that import so that you can pick up where you left off.
Click the Import Settings button at the top right corner of the wizard from any step within the process to view the options you have chosen.
This is where you will select the type of records to import and where you upload the CSV or tab delimited file.
Description: Name your Import
Salesforce Object: Select the object (type of record to import). In this example, we are using ‘Lead’ import only.
Actions to Take:
- Update existing Salesforce records only (requires Salesforce record IDs be included in your file) – this will override existing field values in Salesforce with the values in your file for the records using the associated Salesforce ID.
- Scan for duplicates and insert or merge records – this will scan your file against existing Salesforce data to determine any potential matches. This option will allow you to merge records from your file into the existing Salesforce record and push in/insert new records not identified as duplicates (using filters configured on field matching).
Import Data Source: File must be in CSV format.
File: Browse and find the CSV or tab delimited file on your local computer.
- Leave the “Has Column Headers’ box checked if your file contains a header row.
- If your file contains European date format (dd/mm/yyyy) instead of US date format (mm/dd/yyyy), check this box.
- If using a Non-US format for numeric values (ex: US format for currency is 1,000.00 – but if your format reverses the decimal separator (ex: 1.000,00), choose the Comma option for your decimal separator for numeric values.
Click the Load & Continue button.
Watch the how-to video of Step 1 of the Import Wizard here.
Tab 2 allows you to assign the records you are importing to Salesforce Campaign. Select the checkbox labeled “Assign Campaign,” click and search for the desired campaign, and set a campaign status. Check the ‘Create new campaign members’ option to add all records in your file (whether they are merged or pushed in new) to your chosen campaign. If a record is already identified as being attached to the campaign, it will not update the status with this option. It will only add new members to the campaign. Check the ‘Update existing campaign member statuses’ to update the current member’s status to the chosen status.
On the Lead object, if you have assignment rules configured in your Salesforce org, you will see an option to ‘Assign Rule’ and an option to choose the Assignment Rule of your choice. This will trigger your Lead Assignment Rule to run automatically when new records are pushed into Salesforce as new records through the import. Assignment Rules, by default, do not apply to existing Salesforce records that are merged with your import file records. Only to new records created. If you need to change this behavior for merged records, please contact our support team.
On the Lead object, you will also see an option that allows you to ‘Select Default Lead Status’. The drop box will list the Lead Status options you have configured in your Salesforce org. You can choose a different status if you want new records pushed in to have a status other than the default. If left unchecked, new records will be assigned to the default lead status in your org.
Optionally, you can also choose ‘Create Note‘ to create a note in Salesforce that will be attached to all records in your file (whether they are merged or pushed in new). The Note will show up under the ‘Notes & Attachments’ section within Salesforce.
Watch the how-to video of Step 2 of the Import Wizard here.
Tab 3 is where you will map the columns on your CSV file to fields on your Salesforce objects. Cloudingo will begin by attempting to auto-map CSV columns to Salesforce fields. CSV columns are listed on the left side of the table, Salesforce fields on the right side. Be sure to check the auto-mapping for accuracy. Any incorrectly mapped fields can be corrected by clicking the downward facing arrow to the right of the CSV column header and selecting the correct field from the menu.
To completely un-map a field that has already been mapped, click the import field drop box and select ‘–not mapped–’. Then, you will also want to uncheck the ‘include’ check box to the left of the field to make sure that this Salesforce field is not added to the file.
For a quick view of the data on the CSV file, click the Raw Data button in the upper right just above the field table.
If a field is required on the object in Salesforce, it will be highlighted in red on the right side of the table.
On the left, just above the field table is a button that enables you to see a list of mapped or unmapped fields. If all fields have been mapped the button will appear gray and be labeled ‘All Import Fields Mapped’. If you have missed one or more fields, the button will appear red and be labeled ‘Import Fields Not Mapped’. Clicking the button will open the list of fields.
You can view the Salesforce API name when hovering over the unused field names in the mapping page. This is very helpful if you happen to have two fields in Salesforce with the same name, but different internal API names in Salesforce. Make sure to double check your mappings (including the ones that were auto-mapped) for accuracy.
Click the gear icon in the Transform column to use lookup or formatting options to clean your file upload. Options include:
- Text formatting (upper, lower, or title case in addition to leading, trailing, or redundant space cleanup options)
- Phone formatting (Area code in parentheses, Dashes Only, Spaced, or Compacted in addition to extension options)
- Lookup to perform ID value lookup if your file contains a text value for a corresponding related object field when Salesforce is expecting an ID value.
For more information on how to use transform, please visit our webinar recording here.
Fields that are not a part of your import file can be added to your import data by selecting the checkbox next to the field(s). You will enter the values for any added fields on Tab 4.
Field mappings can be saved for re-use by clicking the Save New button above the field table and naming the mapping. Saved field maps are selected from the drop down menu on the right, just above the field list button. Saved maps can also be deleted with the Delete Mapping button.
Once mapping selections are complete, click the Save & Continue button.
Watch the how-to video of Step 3 of the Import Wizard here.
This is where you can manipulate your import data set before sending it to Salesforce.
The table on Tab 4 lists all of the records on your import file. By default all records are selected.
Delete – If you need or want to delete any records from your import, deselect all of the records, then select the individual records to be deleted and click the Delete button.
Search – Data in the table can be searched within any column. The first row just beneath the field labels are search cells. Enter a value and click the Search button at the top right of the table.
Export – At any point, a list of selected records can be re-exported into a CSV file by selecting the records and clicking the Export button.
Inline Editing – Individual records can be edited by double-clicking in a field cell, making the value of that cell editable. Whole columns of field values can be edited by right-clicking a value in the column and selecting an option from the shortcut menu. (Learn more about inline editing.)
Populate Fields – If you added fields on Tab 3, you can easily populate them with values by double-clicking in the empty cell, adding a value, and hitting Enter. Right-clicking the entered value will display a shortcut menu that enables you to copy the value to all rows, all selected rows, or to clear values.
Required Fields – Any field cells that pose problems for the import file, for example, if a record is missing a value that is required in Salesforce, that cell will be highlighted with a red box.
Field Validation – Cloudingo will perform basic field validation to catch any errors possible (such as invalid email format) and will display those errors with a red circle with an exclamation mark. If you hover your mouse over the error indicator, you will be able to see the validation error and correct the record value using inline editing on this step before moving forward.
Watch the how-to video of Step 4 of the Import Wizard here.
Tab 5 is where the real power of Cloudingo comes in to managing your imports in ways that other import wizards do not. On Tab 5, you can select Cloudingo filters to scan for duplicates both within the CSV file and in Salesforce.
Begin by selecting from the radio buttons:
Scan for Duplicates
This option scans the file against itself and against records in Salesforce for duplication. You have additional choices to make with this option:
Filter for duplicate search: Select the filter you want to use for duplicate scanning. If you need to edit a filter or build a new filter, simply click the Dashboard button at the top, create/edit the filter, then return to the import. Help text to the right of the filter menu describes the details of the selected filter.
Rule to merge records: Select the Automation Rule (created/edited via the Automation Menu on the dashboard) to use when merging import records.
Automatically merge duplicates: By selecting this option, once the filter has been run and the CSV file has been analyzed for duplicate records, Cloudingo will automatically merge those duplicates. If deselected, you will still have an option to merge duplicate records on Tab 6.
Automatically create new unique records: If selected, Cloudingo will automatically push to Salesforce any new unique records from the CSV file. If deselected, you will still have an option to push records to Salesforce on Tab 6.
Skip merging groups with only import records: This option is selected by default. This is preferred in most cases. This will allow you to review the records that are duplicated within your file only, but where a matching record does not also exist in Salesforce. You most likely will want to view these records for accuracy and delete/update these records prior to pushing them in to Salesforce. You can simply leave this setting defaulted and keep going.
However, in some rare cases, you may intentionally be including duplicates within your files to handle automation rule behaviors. Only uncheck this option if you want to bypass the defaulted (and recommended) setting and auto-merge these file duplicates, pushing the records into Salesforce.
Scan ONLY import records from this import file (ignore other files): By default, Cloudingo will scan your uploaded file against all existing Salesforce records in your org, as well as other incomplete import files uploaded into Cloudingo. Check this box if you do NOT want to include import records from other file uploads.
Do nothing and let me manually decide what to push to Salesforce
This option will take you to Tab 6 where you can choose to Rescan the records, Push records to Salesforce, or Export the file.
Don’t scan for duplication, just push all the records automatically
This option quickly pushes all of the records on the CSV to Salesforce and creates them as new Salesforce records.
Clicking Save and Continue starts the selected processes. For example, if you have chosen to scan for duplicates, automatically merge duplicates, and automatically push new unique records to Salesforce, these processes begin when you click the Save and Continue button. Once started, the processes cannot be stopped. Onscreen status messages indicate progress.
Watch the how-to video of Step 5 of the Import Wizard here.
Tab 6 displays the status of records from your import file and gives you additional options for managing those records—options may vary depending upon selections made on Tab 5.
You can filter which records are displayed in the table using the the top left “Filter by” drop down menu. The options are:
- All will display both the unique and duplicate records.
- Unique records are records that are non-duplicates and that do not exist in Salesforce.
- Total Duplicates are records that are either duplicates of records in Salesforce, and/or duplicates of other records on the import file.
- Salesforce Duplicates are records that are duplicates of records in Salesforce.
- Import File Duplicates are records that are duplicates of other records in the import file.
- Duplicates found in Salesforce and Import File are records that are duplicates of other records in Salesforce AND also contain a duplicate within the import file
Note: If you have incomplete imports uploaded to the wizard, those file records will be included in each file scan for duplicates. Please ensure that all files in your import wizard are completed or deleted out of the wizard (or that the files contain unique records) prior to uploading a new file. Leaving uploaded files incomplete in the wizard can result in records appearing to be file duplicates if they are uploaded twice in two or more file uploads.
- Errors will display records which need to be resolved such as ones that are improperly mapped, missing required fields, invalid emails, etc. Hovering over the will display the error message. You can use inline editing to correct most of the errors.
On the top right of the table are counters that give you an indication of the number of records with each status on the import file.
The row beneath the column headers is a search box. Enter any values you want to search for and click the Search button just above the grid at the upper right.
Loaded indicates the record is loaded in the Cloudingo import wizard, but it has not been analyzed for duplication and no other action has been taken on the record.
Prepped indicates that the record has been analyzed by Cloudingo and is ready to be managed. Records with this status have not been merged with duplicates nor have they been created in Salesforce.
Records with the status of Prepped plus a are duplicate records of records in Salesforce.
Records with the status of Prepped plus a are duplicate records of records on the CSV file.
Records without an icon are unique records.
Records with a have some problem with moving over the Salesforce. Hovering over the exclamation point icon will display a pop-up message indicating the problem.
Merged indicates the record has been merged with its duplicates in Salesforce. Once merged, Cloudingo displays the Salesforce record ID.
Pushed indicates the record has been created in Salesforce. Once pushed, Cloudingo displays the Salesforce record ID.
Note: If you did not select to auto merge or to push unique records on Tab 5, all of the records on the import file will have the status of Prepped. At this stage, you can select records using the check box on the left to be managed.
Records are managed by clicking one of the buttons below the table:
Delete removes the record from the wizard.
Export exports the selection into a new CSV file.
Rescan will return you to Tab 5 of the wizard where you can select another filter to run and re-analyze the data in different ways. This is useful if you have made changes to any of the records in the table, or if the data in the file or in Salesforce is inconsistent. For example, if on your first scan you match email address and last name, but not all of the records have email addresses, you could merge the duplicates on the first scan, then rescan using first name and last name, merge the duplicates, and then finally push any remaining unique records to Salesforce.
Push will move the selected records to Salesforce. Be aware of which records you have selected before clicking Push as you can easily push duplicate records to Salesforce.
Merge Preview loads a merge table like you would see in a manual merge, however this table only includes groups of duplicates that have at least one record from the import file. From the table you can select the duplicate groups and click Mass Merge to quickly merge all duplicate records from the import file, or you can open each group individually to review and merge the records. Within the group merge grid, records are labeled as in Salesforce or in the import file.
Watch the how-to video of Step 6 of the Import Wizard here.
Import Wizard Part I – Filters & Automation Rules
Import Wizard Part II – Import Process (Full Version)
Watch the entire video below (26 min), or for your convenience we have broken up Part 2 of the Import Wizard into separate sections:
- Step 1 of the Import Wizard
- Step 2 of the Import Wizard
- Step 3 of the Import Wizard
- Step 4 of the Import Wizard
- Step 5 of the Import Wizard
- Step 6 of the Import Wizard