Sugar Importing Basics

April 2013

Every CustomerEvery UserEvery Time

Every Customer – Proper data import at the onset of a CRM deployment helps insure you get the right data into the system, to provide greater customer insight and provide optimal service and support.

Presentation Topics

• Importing Features• Modules with Import Function• Importing Best Practices• Sugar Import Process• Advanced Data Loads

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Importing Features

• Import into standard modules or into custom modules created in Module Builder

• Create new records and update existing records simultaneously

• Add data field values during the import process

• Check for duplicates• Specify Sugar import file settings during

the import process• Ability to import 20,000 records at one

time (value configurable in Admin settings) 5

AccountsImport from other

CRM systems, Contact Managers,

Excel

ContactsImport from other

CRM systems, Contact Managers, Microsoft Outlook,

Excel

TargetsImport from Excel

Leads, Opportunities, Bug Tracker, Cases, Notes, Tasks, Calls,

MeetingsImport from other CRM systems,

Excel

Products, Product Types, Product Categories,

ManufacturersAvailable in the Administration

Home page

Import from other CRM systems, Excel

Modules with Import Function

Importing Best Practices

• Prepare the data for import• Prep Sugar to accept your data• Test the import• Match the Date format• Import Accounts first

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Best Practice: Prepare the Data for Import

• Cleanse the data first!– Check for spelling errors– Check for duplicate information– Correct formatting (e.g., lower case vs.

upper case)– Add missing information– Add record IDs for updating records

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Best Practice: Prep Sugar to accept your Data

• Add all necessary legacy system fields not available out-of-the box with Sugar (using Sugar Studio)

• Don’t worry about layout at this stage – you can finalize the layout after the final import

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Best Practice: Match the Date Format

• When importing date fields, verify that the import file and Sugar’s user setting for the date format matchExample: If you import a UK date format (dd/mm/yyyy) and your user settings are still set to the default US format (mm/dd/yyyy), some of your data will error

If this happens, remove the data import (Undo Last Import) and import the data again with the correct date format selected.

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Best Practice: Import Accounts First

• Manipulate contact data to create an account spreadsheet to import– Save As Account_Import, sort by company

name – Delete duplicates– Add new columns for account fields as needed

• Import new account data into the Accounts module, then import the contact data into the Contacts module with the account name or account record id 11

Best Practice: Test the Import

• Import 1,000 records at a time• Create a smaller version of your data

file exclusively for test purposes• Start with about 5 records

– Why wait for 1,000 records to import when you can gain assurance of the process using only 5 records?

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Sugar Import Process: Five Steps

Import per module – Actions section1. Upload Import File2. Confirm Import File Properties3. Confirm Field Mapping4. Check for Possible Duplicates5. View Import Results

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Advanced Data Loads

• SugarCRM Partners provide a variety of data migration services for many different CRM systems including SalesForce and ACT!– Data Migration Guidance– Pre-Data Migration Preparation– SFDC Data Migration– SQLData Conversion to MySQL– Standard Data Migration

• Contact your sales rep for a partner referral or use the partner page on SugarCRM website: http://www.sugarcrm.com/partners

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Sugar Importing Basics

Questions?

Thank you for attending this session

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