Using the Data Importer

The Data Importer empowers Portal Administrators to make modifications to records within the portal. It provides the ability to edit records of both Magentrix Native Entities and records from your synchronized CRM in bulk.

You will find step-by-step instructions on how to use the Data Importer for each of the cases above as well as templates for each.

1. Preparing the file to be imported

• File Format: The Data Importer supports .csv files for importing data. Feel free to use any spreadsheet application like Excel or Google Sheets to create your file.

• Field Names: On line 1 of your .csv file, provide the field names that correspond to your data. For seamless data import, it is recommended to use the API name of each field.

• Record Entry: Each line in the .csv file represents a record. Simply enter the values to be filled for each field in the respective column.

• Updating Existing Records: When updating existing records, it is mandatory to include either the "Name" field or the "Record ID" field.  To ensure clarity and avoid duplication, we strongly recommend using the "Record ID" field, as this field is unique for each record.

• Handling Large Datasets: For improved accuracy and efficiency when dealing with a large number of records, we advise creating or updating records in batches.

1.1. Example of use cases:

User creation
Entity: User (System)

User deactivation
Entity: User (System)

User Deactivation when user enablement is active (Salesforce)
Entity: Contact

2. Creating and updating records

To access the Data Importer, please go to Portal Setup > Manage > Import Data.

Please see a description of each field on the Data Importer:
 

1 - Choose an entity to load data into

In this field, you will select which Entity (Object) you wish to change. Ex.: If you wish to change the Owner field for a set of Accounts, you must select “Account” on this picklist.

Please note that if your Magentrix Portal is connected to a CRM, you may have Entities with the same name. The word “System” will be shown after Magentrix Native Entities and the CRM entities will also be identified. In the example below, you can see both, Native and Salesforce User Entity.
 

2 - Do you want to prevent duplicates from being created?

If you are creating new records on the portal, select “No - insert all records in my import file”
Example: Creating new users in batch

If you are changing a field on existing records, select “Yes - prevent duplicate records from being created. Note: You must select this option if you want to update existing records.”
Example: Deactivating users in batch

If the option Yes - prevent duplicate records from being created. Note: You must select this option if you want to update existing records is selected, you will see the screen below:
 

1 - Which field on this Entity do you want to use for matching?

When editing existing records, you must select which field you would like to use for matching the record. Then you can select between the fields Name and Magentrix ID. We recommend that you use the Magentrix ID field, to avoid updating the incorrect record, since the IDs are unique for each record.

2 - If existing records are found, what do you want to do?

On this field you will find the 3 options below:
 

• Do not update existing records and only insert new records

If this option is selected, the portal will not update any existing records. New records will be created with the data provided.

• Update existing records and do not insert any new records

This option will only update existing records that match the field selected on the previous option (Which field on this Entity do you want to use for matching). If an ID is not found on the portal or not provided, the portal will not create a new record.

• Update existing records and insert new records

All records that match the matching field provided will be updated. For all the other lines, new records will be created on the Entity selected.
 

On the next screen, click on Choose File to select the CSV file with the records to be Created / Imported. Select the document and click on Submit.

If all the columns have a matching field, the portal will automatically select the correct value in the Entity Field picklist. If any column uses a name different than a field, you must select the matching field in the Entity Field column.

Check if all columns have a matching Entity field on the Status column. Click on Import.

After the import is complete, you will see the Import Task Results page.

On this page, you will have a summary of the status of the data imported, including the successfully created/updated records. If any record fails to create or update, the number of failed records will be shown on the Number of records failed to be created/updated.

On this page, you can also download both the successfully created/updated records and failed records.

If you are creating new records, the success file will also contain the Record ID for the new records.
 

3. CSV Files

You can find below a few templates that can be used for performing user creation, user deactivation (native portals), and user deactivation via contact records (CRM connected portals).