Update Dynamics 365 for Sales data with Microsoft Excel


 

Using Microsoft Dynamics 365 (CRM) you can import updates to a CRM record (Account, Contact, etc.) without making changes to other field values for that record if the record has not been modified between your change and the re-imported data.  Here is the procedure:

Let’s use the example that you want to update the Industry field for a list of Account records:

1. For the Entity to modify (Account in this instance), open Advanced Find

2. Create a view adding the column for the fields that you want to modify:

a. Within the Advanced Find form

click the New icon then  in the Look for: field click the down arrow and choose Accounts  and then click the Edit Columns icon

b. Within the Edit Columns form

c. Select the Industry field and click OK

3. For this post, we will assume you will be updating the Industry field for all Accounts, so just click the Results Icon

  

and your View will be created.  NOTE:  If needed, you may want to only update records based on a condition, in which case you will need to create a custom View (we will talk about creating a custom view a separate post).

4. Now that you have your View of Account records, you will export these records from the View to Excel by going to Export Accounts and choosing Static Worksheet

5. In the XLS file created from the export, modify the Industry field for the Accounts you wish to update (notice since Industry is an Option Set, the values have been exported to the worksheet)

NOTE:  DO NOT CHANGE THE STRUCTURE OF THE FILE (NO NEW COLUMNS, ROWS, DELETION OF COLUMNS, ROWS, ETC.).  You will also notice columns A – C are hidden in the worksheet; these are the unique fields needed to re-import your updates.

6. Save your Excel file changes to a location on your computer that you can access

7. Go back to CRM Close the Advanced Find form Go to the Account List View and click the IMPORT DATA icon

8. Choose the XLS file you modified and Click Next

9. Check the settings on the “Review Settings and Import Data” page and make changes as necessary

10. Click Submit

11. Wait for the import to complete and review for accuracy

12. You now have your Industry field updated for the Account records you have chosen.

IMPORTANT PROCEDURAL NOTE:  Records in the import will fail if the record you are updating have been modified in-between your export, change and re-import.  This is intended to limit overwriting a change a user has made while you are modifying the records.  A suggestion would be to complete this step on off hours or in limited batches.


Chris Finnecy

About Chris Finnecy

Chris leads Clients through the lifecycle of their Customer Relationship Management (CRM) project. His primary objective is to direct the CRM project towards profitable and successful implementations by understanding and documenting the clients’ requirements, engaging with software publishers to find the right technical solution, and work in conjunction with technical staff to facilitate the bridge between the technical solution identified and the actual implementation and delivery of that solution. Specialties: CRM Sales, Consulting and Training with Microsoft Dynamics 365 for Sales (CRM) and Salesforce.com.

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