TopOPPS, Inc. Quick Guides for Salesforce.com. Importing Leads

Transcription

1 TopOPPS, Inc. Quick Guides for Salesforce.com Importing Leads

2 Copyright and Trademark Notice Copyright 2015 TopOPPS, Inc. All rights reserved. TopOPPS Quick Guides for Saleforce.com The information in this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by TopOPPS, Inc. TopOPPS, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. The software described in this document is furnished under license and may only be used or copied in accordance with the terms of the license. TopOPPS is a registered trademark of TopOPPS, Inc. All other trademarks are the property of their respective owners.

3 Overview Importing Leads into Salesforce.com is a quick and convenient way to convert a CSV file into useful and useable information inside your CRM. With the use of the Import Leads Wizard, importing and mapping the CSV columns into Salesforce.com Fields is a controlled and concise process. TopOPPS does not directly tie into the Leads Object, but a Lead is converted into an Opportunity. It is at this point in the process that TopOPPS begins to become prevalent. After reading this guide and you have more questions, please contact TopOPPS Support at support@topopps.com. Step 1: Navigating to the Import Leads Wizard From SETUP, drill down into the location below: Administrative Setup > Data Management > Import Leads

4 Step 2: Assessing the Import Leads Wizard The IMPORT LEADS wizard page contains a basic step-by-step set of instructions to import leads. These steps are broken down below: Create and compare the data set and ensure all Custom Fields have been generated. Export and convert the data set into.csv format (for instructions on this process, please refer to the EXTRAS portion of this guide). Review the final data set to make sure all data is accurate and valid. o The data set must also contain fewer than 50,000 records.

5 Step 3: Completing the Import Lead Wizard CSV upload After clicking the START WIZARD button, the IMPORT LEADS WIZARD pop-up will surface (shown in the screen below). There are 11 total steps that will need to be addressed before continuing in the process. The items that require additional configuration have been highlighted below: Step 5 asks for the file that will be imported. As mentioned above, the file must be converted into.csv format. For a walkthrough on this conversion process, see the EXTRAS section following this portion of the guide. Step 6 provides the opportunity to choose which Lead Source the imported leads should be assigned to. Step 7 presents the option to assign the imported Leads to a specific Rule. Step 8 allows notifications to be sent to the Record Owners based on the assignment Rule. Step 9 should be left as the default setting (unless importing under a different encoding). Step 10 the ability to match based on a Key field. This will help to cut down on duplicate imports. Step 11 determines if the workflow rules in place will be triggered by the import of these Leads. Once the form has been completed, click the NEXT button.

6 Step 4: Mapping the Fields from CSV to Salesforce.com The second section of the IMPORT LEADS WIZARD is where the mappings are completed. The Wizard will try and auto-populate the fields based on naming conventions. Be sure to verify these are correct! Once this process is complete, click the NEXT button.

7 Step 5: Reviewing and confirming Import Lead Wizard settings This is the third and final section in the wizard prior to the import process. For this example, no Record Owner or Lead Assignment Rule was selected on the previous screen. This means that all of the Leads will be imported with the logged in user as the Record Owner. Step 6 (Optional): Viewing the progress of the Import Lead Wizard To view the progress of the Import, navigate to the location below. SETUP > Administrative Setup > Monitoring > Imports

8 Extras Converting.XLS and.xlsx file formats to.csv in Microsoft Excel This section will cover the process of converting.xls and.xlsx file formats into the.csv format that the Import Wizard expects. Step 1: Verifying all information before conversion From Excel, verify that all of the columns are valid and are correctly formatted. Once the review of these items has been completed, choose the SAVE AS option from the FILE drop-down menu.

9 Step 2: Naming and Saving the CSV file When the SAVE AS window pops open, under the FORMAT drop-down menu choose the Windows Comma Separated (.CSV) format. Step 3: Continuing the Import Leads process After the data set has been saved as a.csv file, proceed back to Step 5 within the IMPORT WIZARD (choosing your.csv file for import). This is located on page 2 of this guide.