Step-by-Step Multi-Object Import Instructions
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.
Cloudingo gives you the ability to scan an import file against both contact and lead records in one process. The steps to follow in running a multi-object-import are the same as a single object import but with a few variances:
- On Tab 3 Map Columns, you will map contact fields first and then map lead fields. You can switch between the contact and the lead field mapping screens by selecting the radio buttons near the top of the tab.
- On Tab 5 and Tab 6 you will first work with Contacts to scan for duplicates, run filters, and merge those results. Once you’re done with Contacts, click Rescan to do the same for Leads – scan for duplicates, merge the results, and finally push the unique records as new leads into Salesforce.
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). For multi-objects, select ‘Contact then Lead’. This will bring up additional options.
Contact Options: These options align with the way Salesforce natively imports contact records. Your choices include:
- Associating the imported contact with the first account record if multiple account records exist (selected by default and recommended).
- Updating the field values on an existing account from the import file (only applies updated values if it finds only one matching account based on ‘Account Options’).
- Account Options (Exact Match or Company Clean) – will search for existing accounts based on Account Name. If your file happens to also contain city & state information relevant to the Account address data, you can map these file columns to your Address fields in Tab 3. The scan for existing accounts will then look at city and state information in addition to the Account Name to identify any existing account matches. This can be helpful if your org contains accounts under the same name, but kept separated by location. Note: Additional field matching can be added if necessary. Contact your Account Representative if you need additional Account fields added to match on.
Import contacts only: (rarely used) Only use this option if you do not track Accounts data on Contacts within Salesforce. This will import Contacts into Salesforce without associated accounts.
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.
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 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 through the import.
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 the ‘Create Note’ option 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.
In the Contact then Lead multi-object import, you can choose the ‘Owner Assignment’ option to ‘Set the Contact owner to be the same as the associated Account’s owner when an existing Account is found’. When a NEW Contact is created during the import process during the ‘push’ process AND the contact is being created underneath an existing account when an existing Account is detected based on the Name and potential city/state match (as defined by the ‘Account Options’ selection chosen in Step 1), the contact owner will be set to be the same as the Account owner when the Contact is created in Salesforce.
Note: This owner assignment does not apply to contacts in the file where existing contacts are identified as a match. When the file contacts are merged together with the existing contact, the Salesforce record owner assignment is retained, unless you have specific automation rules configured to handle owner assignment. Automation rules always determine the field value selections during merge.
For multi-object imports, on Tab 3 you will map Contact fields first and then map Lead fields. You can switch between the Contact and the Lead field mapping screens by selecting the radio buttons near the top of the tab.
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. 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 orange 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.
In the Contact mapping page, you will see both Contact and Account field options to map to. The fields are ordered by object first, then field by field name (contact fields are first, then account fields). This leaves less room for error when mapping fields that exist with the same name on both objects. You may have several pages of fields available in your mapping, so be sure to move to the additional pages if you do not find it on the first page.
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.
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.
Tab 5 is where the real power of Cloudingo comes in to managing your imports in ways that other import wizard do not. On Tab 5, you can select Cloudingo filters to scan for duplicates both within the CSV file and in Salesforce.
Note: For multi-object imports, you will first work with Contacts to scan for duplicates, run filters, and merge those results. Once you’re done with Contacts, click ‘Rescan’ on Tab 6 to do the same for Leads – scan for duplicates, merge the results, and finally push the unique records as new leads into 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 a new contact (instead of lead) when a matching account is found: Matching account is determined by the ‘Account Options’ selection chosen in Step 1 of the import process (by Account Name) and additional city or state mappings to the Account object in Step 3 of the import (if the import contains address city & state information that can be mapped).
- Uncheck the “Automatically create a Contact (instead of lead) when the account is found” checkbox if you want Leads pushed to Salesforce as Leads (regardless if an account with matching company name exists) OR if you want to scan the file against additional filters before pushing any new records in as Contacts. Unchecking this option will prevent any new contacts with an associated account from being automatically inserted. If left checked, Cloudingo will insert the records with matching accounts as contacts and will not allow for additional scanning against the leads (or contacts using additional filters). Only check this box when you have completely finished scanning the contact object (using all desired filters) and you are ready to push in new records as CONTACTS with matching accounts. You will still be able to scan the remaining file against the Lead object after the contacts with matching accounts are pushed in.
- Leave the checkbox box checked if you want the records pushed to Salesforce as Contacts rather than leads if a matching account is found during your FIRST scan against the contact object. If you want to scan against multiple filters on the contact object, uncheck this box until you are done scanning entirely.
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.
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.
On Tab 5 and Tab 6 you will first work with Contacts to scan for duplicates, run filters, merge those results, then Rescan if necessary against the Contact object if you need to scan your file against additional Contact filters. Be sure if you want to push in Contacts instead of Leads if a matching account is found, that you de-select the checkbox in Step 5 to ‘Automatically create a new contact (instead of lead) when a matching account is found’ until you have scanned your file against all Contact filters you wish to scan against. Then, rescan the file one last time against the Contact object, and choose this checkbox when you are ready to push in the new Contacts under the matching Account detected. When you choose ‘Rescan’, you will be given an option to choose to rescan the file against ‘Contacts’ or ‘Leads’. Once you are completely done with Contacts, click Rescan to do the same for Leads – scan for duplicates, merge the results, and finally push the unique records as new leads into Salesforce.
You can scan each object with any contact or lead filter and rescan as many times as needed in order to find and manage duplicates. Once you have finished the merge process on both objects, select ‘Push’ to send the unique records to Salesforce. When you choose ‘push’, you will be given the option to push the new records in as ‘Contacts’ or ‘Leads’. Pushing records in using the ‘push’ option method will push in the records new (and if pushing in as Contacts – it will also create a new Account).