The simplest way to manage data is to create a view and export a spreadsheet from CRM with the additional fields required to allow data to be re-imported into CRM. The import process will update existing CRM records and also allow the creation of new ones.
See the section in the Using CRM chapter.
An important feature of CRM is the ability to create new leads (assigned to a marketing list) quickly from a file of contact details received perhaps from a list vendor or a trade show.
The bulk import facility available from the tools-import data menu of the lead view (and for other entities) allows field mappings to be applied against the columns in the import file and for the data to be imported (specifying a marketing list allows easy tracking and deletion of the list in the future).
A data map needs to be made first to map the fields from the CSV file to the entity. The settings-data management-data maps area allows a data map to be imported from an XML file or created using a sample CSV file as a template (put the field names as the first line of the file).
Note: Dates must be in YYYY-MM-DD format.
Required fields are highlighted with an asterisk and must all be specified before the data map can be used to import data from the tools-import data menu option of the entity. If you have selected any picklist fields for importing, you are asked to select corresponding mappings so that all imported records have the appropriate picklist values set automatically.
You are asked which entity and data map you want to use and whether duplicate records should be uploaded. A system job then begins and the file is processed in the background with all records allocated to the current user as the owner. System jobs can be viewed from the workplace-system jobs area.
Duplicate Detection allows rules to be defined to match duplicate records on various entities. Duplicate records can be merged (see the Using CRM section) to create a single record whilst reassigning any related records or activities from the deleted record.
The settings-data management-duplication detection area can be used to determine when the system checks for duplicates.
Alternatively, duplication detection jobs can be specified to regularly run the detection process (perhaps overnight) with the results displayed in the workplace-duplicates area.
Duplicate Detection Rules can also be set up on various entities from the settings-data management area to help spot records that need to be merged.
The data migration tool is designed to help with large migrations of data from one system to another. The main advantage is that related entities can be imported so, for example, each imported contact can create and be related to the corresponding account record. Greater control is possible over the data so that owners can be specified and note and attached files related to the main entity data.
A number of records can be deleted in the background using the Data Migration Tool and the settings-data management-bulk deletion area shows the progress of these jobs.
See the Microsoft documentation.
Third party software is available to migrate data from other systems into CRM (see the Resources chapter) either when first installing the system or as a regular activity to synchronise accounting information for example.