Data entry can be tedious, monotonous, and time consuming, making your overall work day counterproductive. When returning from a tradeshow, job fair or any other event where an attendee list is provided, typing important contacts into your database is time consuming and probably the last thing you want to dive into. With Microsoft Dynamics CRM 2011, importing these lists is easy and intuitive. Provided you are given the contact list in one of the supported formats including a Microsoft Excel document, importing the list can be done in 5 simple steps.

5 Steps for Importing a List into Dynamics CRM 2011

For this example, we will import a list of candidates a staffing organization receives from a job fair.

1. Prepare the list to be imported.

The Import Data dialog in Microsoft Dynamics CRM 2011 allows you to import data in 1 of 4 formats including .xml, .csv, .txt and .zip. In this example, the staffing company received a list in Excel format.

a. Prep the spreadsheet to be imported by listing the column headers to match specific fields in Microsoft Dynamics CRM 2011. This makes for the easiest import, but is also verified during a later step in the process.

Staffing Software import a contact list

b. Once your spreadsheet has the appropriate correlating CRM fields, save the Excel file as a .cvs file (comma delimited) and close the document

2. Start the Import Data dialog

a. Navigate to your contacts in the Sales area of Microsoft Dynamics CRM 2011. Under the Contacts tab, select the Import Data drop down and select Import Data.

b. Upload the csv file and click Next.

c. Verify this is the correct file and select Next.

staffing software import data

3. Select your Data Map

a. The Import Data Wizard will automatically map your data to the Microsoft Dynamics CRM 2011 fields or choose from existing data maps for salesforce.com or Microsoft Outlook Business Contact Manager. Select your mapping preference and click Next.

staffing-software-import-data-wizard

b. Then select the entity in Microsoft Dynamics CRM 2011 you would like the new records to be created for and click Next. The contacts in this case will be imported under the Contact entity as new candidates.

staffing-software-import-contact-list

4. Verify your fields to be mapped

a. Depending on how your system is configured, there may be a number of fields that are required for the specific entity you are importing records into. The CRM ‘Required’ fields will be separated from the ‘Optional’ fields and listed in two columns. One column is the Source Fields (on your .csv spreadsheet) and the other column is the CRM fields. If the Source Fields are not mapped to a specific CRM field, you can choose the correct correlating field or chose to ignore it and the field will not be imported.

staffing software map fields

b. Once the fields are successfully mapped, click Next and proceed to the next step.

c. You can choose to view or modify the record type and field mappings by selecting Edit or select Next to move on.

d. Mark Yes or No to allow duplicate records and select the Owner for the imported records. You can also save this data map with a specific name for future imports.

e. Click Next then Finish.

5. Verify your import and Mass Edit (optional)

a. You can check the status of your import by navigating to the Settings area > Data Management > Imports, then select the imported record.

staffing software verify import and mass edit

b. Once your data has been successfully imported into your Microsoft Dynamics CRM 2011 database, you can use the Mass Edit feature to update any fields that were not completed during the import.

staffing software mass edit

Save yourself some time and spare the carpal tunnel. Follow these 5 simple steps to import a list into Microsoft Dynamics CRM 2011 and use the additional time you save to build customer rapport.

Learn how tracking and managing candidates is made easy with 1Staff Front Office for Microsoft Dynamics CRM 2011.

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