SharePortals will allow the importing of entities via Excel or CSV files.
The following example illustrates the importing of Accounts and Contacts and establishing a relationship between these entities using a single Excel Spreadsheet. An example spreadsheet called ContactDBList.xlsx is shown below. This spreadsheet contains a flat list of contact information with company details.
We could import this information in a few different ways:
1. Use multiple pre-configured Entities: Add some fields to a Contact record, and the other fields to an Account record, linking the records together.
2. Use 1 pre-configured Entity: Add fields to Leads record. This is set to allow duplicates, and a Qualify workflow to convert to linked Contact / Account record.
3. Create a custom Entity: Add fields to a record which does not allow duplicate field information for example.
In this example we show how to import using option 1 above. To do this we will map some of the columns to Accounts, and others to Contacts, and allow the import process to match up the 2 records to each other.
1. Navigate to the Accounts Entity and click the Import button:
2. Click Choose File, and select a CSV or Excel file from your local computer.
3. After selecting a file and clicking Open, click Next. This should load the contents of the spreadsheet as below, allowing us to begin mapping Entity Fields to the columns within the spreadsheet:
4. In the example dataset, the first row in the file contains column names rather than data. If the first row in your import file contains descriptive text, be sure to deselect “include first row in import” as shown below:
5. Now we will map each column in the spreadsheet to a Field. Each Field has a dropdown list at the top to allow the Field to be mapped to a spreadsheet column. The Field dropdown will show all the available Fields in the Entity that we can map spreadsheet columns to, as shown below:
6. In this example, we are going to map some of the spreadsheet columns to the Accounts Entity and leave some blank, which we either cannot import or do not belong to the Accounts Entity. In the below example we map the fields as follows:
|Spreadsheet Column||Entity Field Name|
|Contact Number||Main Number|
|Street Address||Address Line 1|
|Account Type||Account Type|
|Industry Type||Industry Type|
7. Once all fields are mapped click Import
8. During the import process, a dialog box will appear in the bottom right of the interface to represent the import process. Once completed, you can either close the dialog or click a link to view the log file. See: Bulk Import Logs
9. Perform steps 1-4 again using the same file in this example, but this time within the Contacts Entity.
10. Again we will map each column in the spreadsheet to a Field. This time the Field dropdown options have changed, reflecting those contained within the Contacts Entity:
11. This time we map the spreadsheet columns relevant to Contact information:
|Spreadsheet Column||Entity Field Name|
|Contact Name||Full Name|
|Job Title||Job Title|
|Contact Number||Primary Phone|
|Mobile Phone||Mobile Phone|
12. This time we are also setting up a relationship between the Contact record we are creating, and the* Account* record we have already created. This relationship requires the Contact and Account information to occupy the same row in the spreadsheet, which in this example they do.
To do this we will map the spreadsheet column that identifies the Account, in this example Company, to a Related Record selection in the Field dropdown. When clicking the dropdown above this column, we can see the options for Related Records at the bottom of the list. In this example: Accounts, Opportunities, Orders, Leads. We will click Accounts for that spreadsheet column. Our completed mapping for Contacts is shown below:
13. As before, click Import to start the import process and view progress / logs once completed.
14. For our example, viewing the first Contact in our list we can verify the records have been created and related:
Last Modified: 2021/09/21