Data Import Checklist
Use this checklist to plan and run a Data Import end to end. The wizard lives at Setup > Manage > Import Data. Each step links to a detailed article.
Requirements
- Administrator System Role.
- The source data file in CSV (UTF-8 recommended) or GIFT (for Course Quiz).
- For CRM targets: the integration is configured and active. For LMS: the Course Quiz target requires LMS.
- For Translation Studio target: the target language is active in Configuring Language Settings.
Plan
☐ Decide what you're importing. Pick a target from the six available: Magentrix Entity, Salesforce, Dynamics CRM, Translation Studio, Portal Users, or Course Quiz.
☐ Decide the operation. For entity and Portal User imports: Insert, Update, or Upsert. If Update or Upsert, identify the matching field (Id, Name, an External ID field, or another text field).
☐ Pick automation behavior. Will workflow automations and notifications fire on imported records? Default is yes; turn off for backfills or initial loads.
☐ Pick empty-value handling (Update / Upsert only). Skip (leave existing values) or Clear (set to null).
Prepare the File
☐ Download the template. Each target offers a template:
- Entity targets: CSV with column headers matching field labels, with a hint row showing type, required status, picklist values, and length.
- Translation Studio: CSV pre-filled with current translations for the selected language and category.
- Portal Users: two-column CSV (
ContactId, Role). - Course Quiz: sample GIFT with examples of every supported question type.
☐ Format the CSV. First row = column headers. UTF-8 encoding. Comma, tab, or pipe delimiter (declare on upload).
☐ Sanity-check. Required fields filled. Lookup values present and unambiguous. Leave cells empty rather than using "N/A" or "null" placeholders.
Run the Import
☐ Step through the wizard Target → Operation → Upload → Configure → Map Fields → Review → Import → Results.
☐ Verify Field Mapping (entity imports and Portal Users). The wizard auto-maps by header. Adjust any mismatches. Confirm required fields are mapped. Resolve lookups: assign-to-me, match by Id, match by Name, or match by a unique/External ID field on the related entity.
☐ Resolve validation warnings on the Review step before starting. Errors block the import; warnings don't.
☐ Start the import. Monitor progress on the page; you can also leave and check the Import History later.
Verify and Iterate
☐ Download the Success and Failure files from the Results page.
☐ Spot-check imported records in the target system. Confirm lookups resolved correctly, picklist values are right, and required fields populated.
☐ Fix and retry failed rows. Open the Failure File, correct the errors, and re-upload it as a new import. This re-runs only the failed rows.
If You Run Into Issues
☐ Data Import History and Troubleshooting Symptom-by-symptom resolutions for failed rows, lookup resolution failures, large-import behavior, and history retention.
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