People Import

SalesforceSalesforce

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People Import

• PeopleImport is a stand alone Windows based program that is designed to allow the end user to develop customized import scenarios.

• These scenarios include customized passes to ensure duplicates are not created, but rather that existing Leads, or Contacts are updated.

• The application steps the user through various stages to take a spreadsheet of "People", map the input data to the fields in Salesforce .

• Please note: You will need to reset and use the security token during the initial login. A demo video using the security token is provided on the Salesforce User Guide website

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People Import

• People Import can be used for

– Leads

– Contacts

• People Import compares uses customized matching techniques to identify records existing in salesforce and ultimately imports the list, updates existing records and only imports new records. 

People Import - Stage 1 Mapping

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People Import Stages – Stage Mapping 1, Step 1

• Stage 1 – Mapping Step 1

– The stage where the source file is selected and fields are mapped to the appropriate fields in Salesforce. 

– Options are provided as to which fields should be inserted on new records and updated on existing records.

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People Import Stages – Stage 1, Step 1

• Click the Stage 1 icon on the navigation bar on the left hand side of the screen

• Select the data source of the incoming file by clicking the radio button next to the appropriate data source

• Click the Select File button to browse the computer for the file to use in this operation

• Next, select the worksheet to use by highlighting the worksheet and clicking the Use button

• The number of incoming records will be displayed in red

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People Import Stages – Stage 1, Step 2

Stage 1 – Mapping Step 2

Chose which object(s) to compare by clicking the radio button next to the desired option

• Leads: will only compare incoming data to the Lead records in Salesforce

• Contacts: will only compare incoming data to the Contact records in Salesforce

• Leads & Contacts: will compare incoming data to both the Lead and Contact records simultaneously.

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People Import Stages – Stage 1 Mapping, Step 3

• The fields from the incoming data need to be mapped to the appropriate field in Salesforce.

• This ensures, upon insertion of new records and updates on existing records, that the data is imported to the correct field. There are 3 ways to set up field mapping:

– Drag and Drop – Using the "Auto Map" button– Saved Mapping

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People Import Stages – Stage 1, Step 3

Drag and Drop - this is done by clicking on a field in the Load_worksheet name columns (this is the column to the left of the Lead or Contact column holding the Salesforce fields) and dragging to the correct Lead/Contact field in Salesforce. Once a field is mapped a blue flag will be placed next to the mapped field.

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People Import Stages – Stage 1, Step 3

The "Auto Map" button -  will attempt to automatically map the fields from the incoming data to the proper Salesforce fields based on the name of the header column in the incoming spreadsheet. Blue flags will be placed next to all fields that were mapped.

• When using this function we strongly suggest that the user review the mapping for accuracy

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People Import Stages – Stage 1, Step 3

• Saved Mapping - this option is only available after a mapping has been setup and then saved for future use To save a mapping the user firsts sets up the mapping by dragging and dropping fields or using the automap button. Then, the user clicks the "Save Mapping" button, names the file and saves it to a location of his/her choice.

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People Import Stages – Stage 1, Step 3

• Field Mapping Options

• Once a field has been mapped a dialogue box will show under the field presenting four or five field level import/update

• Insert - when checked, will ensure that a field value is inserted for newly created records using the data in the incoming spreadsheet

• Update - when checked, will update a field for records found to be matches and overwrite existing salesforce.com data with the value from the incoming spreadsheet

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People Import Stages – Stage 1, Step 3

• Field Mapping Options

• Update Only if Blank - when checked, will only update a field for records found to be matches if the field is blank in salesforce.com

• Merge - when checked, will update a field by merging the value from the incoming data source with the existing value in salesforce.com. This operation is only available for multi-select pick lists, long area text fields and certain boolean fields

• Do Not Update - when checked, will not update a field for the records found to be matches and the current salesforce.com value will remain

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People Import Stages – Stage 1, Step 3

• Some organizations utilize an import template so that data is presented in a uniform manner to the Salesforce Admins. This approach to data will also aid in quicker uploads as mapping can be saved and quickly recalled for future use.

• "Clear Mapping" button - clears all field mapping currently on the screen "Load Mapping" button - loads a previously saved mapping file "Save Mapping" button - saves the current mapping on the screen for future use

People Import - Stage 2 Comparison

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People Import Stages – Stage 2, Step 1

• Stage 2 – Compare

– Stage 2 is where the user decides if the input file should be compared to all records in Salesforce of just a subset of Leads or Contacts

– Screen 2 allows the user to compare the incoming data to all Leads or all Contacts or the option to specify a sub-set of records to compare to the incoming data source via a where statement (to learn more about using conditions click here)

– If comparing to both Leads and Contacts the user can choose to compare to All Leads and sub-set the Contacts or vice versa

– Some users with larger databases may use the subsetting as a way to speed up processing i.e. if they know they only want to compare to Leads or Contacts in a specific country the filter criteria may reflect that Other users may utilize this option to ensure that records only get compared to certain records of the same record type, etc.

– .

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People Import Stages – Stage 2, Step 1

People Import - Stage 3 Matching

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People Import Stages

• Stage 3 – Matching

– The stage where the user decides how the incoming data will be compared against the Leads and/or Contacts already loaded in Salesforce.

– The user can select from a near unlimited (within reason) number of Lead and Contact matches and they can be performed in any order.

– The Match Steps act as a filter on the incoming data, if successfully matched in one of the Steps, then the updates from Stage 1 are processed.

If no match is found to an existing Salesforce record, then a new record can be created.

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People Import Stages – Stage 3

• Stage 3– Matching

• Step #3 is where the user decides on how the incoming data will be compared against the Leads and/or Contacts already loaded in salesforce.com. The user can select from a near unlimited (within reason) number of Lead and Contact matches and they can be performed in any order. The Match Steps act as a filter on the incoming data, if it successfully matched in one of the Steps, then the updates from Screen #1 are processed.

• Use the "Add Lead Match Step" or the "Add Contact Match Step" buttons to add additional steps into the process.

• Once a step is loaded it can be moved up and down in the order of the match sequence using the "Move Up" and "Move Down" buttons as well as deleted with the "Delete Step" button.

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People Import Stages – Stage 3

• Stage 3– Matching

• In order to actually design the criteria for the matching of the incoming data against the Lead or Contact (as selected) begin by pressing the "Add Match Condition" button, this will display a list of the available fields that you can match on (any field that was mapped in screen #1 essentially). Select the field that you would like to match on and then select the Mapping Type to match that field with. PeopleImport gives many different options including Exact, Fuzzy, Cleaned Account Name, Relaxed Address match etc. For full details on the available matching types see the section later in this document.

• After completing the Matching Conditions the user is then given the opportunity to also assign any records that are successfully filtered out via the Matching Condition and assign them to a Campaign and/or create a task for the owner of the Contact or Lead.

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People Import Stages – Stage 3• Stage 3– Matching

• The final step in PeopleImport Screen #3 is always the "Final Matching Conditions" as stated earlier the multiple matching conditions act as a multi layer filter. The "Final Matching Conditions" is essentially the question of what to do with the records that fall through all the previous layers of the filter. The user is given three choices:

• 1) Create a new Lead, this option will take all the remaining records (the ones not caught by previous filter layers) and create new Leads for them.

• 2) Create a new Contact, this option has three sub options:• Create a new Contact in a New Account automatically • Search for an existing Account that matches the incoming data, in the hopes to

find the Account where the Contact should be created before creating a new one • Do nothing, just report them in the final results file as being unmatched data • Now that the incoming data comparison to the existing salesforce.com data has

been established, proceed to the next screen.

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People Import Stages – Stage 3• Stage 3– Matching

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People Import Stages – Stage 3

Stage 3– Matching

• Use match steps like a filter, customize with as many Lead and Contact matches as required.

• Assigning matches to Campaigns and creating Tasks for the Lead or Contact owner

• Looking at PeopleImport options for the"Final Match Condition"

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People Import Stages – Stage 3• Stage 3– Matching

• The final step in PeopleImport Screen #3 is always the "Final Matching Conditions" as stated earlier the multiple matching conditions act as a multi layer filter. The "Final Matching Conditions" is essentially the question of what to do with the records that fall through all the previous layers of the filter. The user is given three choices:

• 1) Create a new Lead, this option will take all the remaining records (the ones not caught by previous filter layers) and create new Leads for them.

• 2) Create a new Contact, this option has three sub options:• Create a new Contact in a New Account automatically • Search for an existing Account that matches the incoming data, in the hopes to

find the Account where the Contact should be created before creating a new one • Do nothing, just report them in the final results file as being unmatched data • Now that the incoming data comparison to the existing salesforce.com data has

been established, proceed to the next screen.

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People Import Stages – Stage 3Stage 3– Additional Mapping Options

Additional Mapping TypesFuzzy

Phonetics engine capable of analyzing words for how they sound when pronounced.  Through a technique of removing vowels and analyzing the remaining consonants the fuzzy engine works well for matching fields with spelling mistakes.

Transpose

The transpositional engine allows for fields to appear as duplicates even when there are differences in their word order.  For example,  "Jones, Smith and Jackson" will appear to be a duplicate of Jackson, Smith and Jones.

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People Import Stages – Stage 3Stage 3– Additional Mapping Options

Additional Mapping Types

Alpha-Clean

The alpha cleaner extends some of the capabilities of the account name cleaner to other fields for easier matching.  The alpha cleaner is used for ascii (North American) data to ensure that the only characters that are analyzed are the 26 characters of the English alphabet and the numbers 0-9.  Any other character that the field may contain will be ignored by the deduplication matching algorithms.

People Import - Stage 4 Global Campaigns & Tasks

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People Import Stages - Stage 4

• Stage 4– Global Campaigns & Tasks

– Stage 4 is where Campaign links and Tasks can be created globally for all records in the input file, or any records that were NOT linked to Campaign or assigned a Task in any of the matching steps in Stage 3. 

– This step is optional and can be skipped if no Campaigns or Tasks need to be assigned in the import.

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People Import Stages – Stage 4

• Stage 4 – Global Campaigns & Tasks

People Import - Stage 5 Results & Processing

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People Import Stages – Stage 5

• Stage 5– Results & Processing

– Stage 5 is where the search for duplicates is initiated.  The results can then be reviewed and verified, and ultimately committed to Salesforce.

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People Import Stages – Stage 5PeopleImport Screen #5 – Analyzing Results before Committing to Import

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People Import Stages – Stage 5

• Stage 5– Results & Processing

• Begin the process of analyzing the incoming data against the data in salesforce.com by pressing the "Find Matches" button. This will begin the process of downloading the Leads and/or Contacts from salesforce.com that you selected to compare the incoming data against earlier in Screen #2. Once downloaded, the progress bar will indicate the comparison of the data source and salesforce.com will take place on your local computer. Dependant upon the size of both the incoming data vs the size of the data in salesforce.com this comparison could take up to 10 minutes (for huge #'s).

• Once completed, a grid as shown in the sample picture (left) will be displayed. Initially it is shown in the same order as the incoming data set. You can scroll down through the results screen seeing where and what would happen to each incoming data record. Did it match a Lead or a Contact? Did it do an update or create a new? Did it create a Contact in an existing Account? The results screen has all this information.

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People Import Stages – Stage 5

• Stage 5– Results & Processing

• You can also use drag and drop to drag column headers into the gray zone above the grid to develop sorts and groupings to make the data easier to understand.

• Wherever there is an update of an existing record you can use the plus sign indicator to open the tree view and see the values of the salesforce.com fields that matched. They are indicated by the sf_ prefix in the column headers.

• If you would like you can click on the blue URL MatchID (Lead or Contact) or ParentID (for Contacts only) and the record will be displayed in a PeopleImport dialogue box as shown on the left.

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People Import Stages – Stage 5

• Stage 5– Results & Processing

• Once satisfied that the proper records were discovered and that you want to perform the import, select the operations you would like to perform by placing a check mark in the control box. Check All and Check None buttons are available.

• When all selections have been made, "Import Checked Objects" will perform the import operation without further user involvement.

• Screen #5 is exportable to get a detailed report of the match, this can be done even without performing the final import.

• Import capabilities are crippled in the trial version but the results screens can still be built and exported.

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People Import Stages – Stage 5

The PeopleImport View Button allows you view the objects that match prior to importing

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People Import Stages – Stage 5

If your Screen #5 results look great, save your scenario for easy recall later, all of your matching's will be preserved.

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People Import - Tips

• Be sure to include Last Name & Company on your import spreadsheet as they are required org fields.

• Use Last name, First Name for leads or contacts without an associated company name

• If you setup the spreadsheet with the field names used in salesforce the auto mapping feature will automatically match the fields

• Be sure to add your Record Id Type to the spreadsheet in order to insert new records the appropriate record type