Creating a Custom Entity using Import Data feature

Imagine an exceptional scenario where in you have a requirement of creating a custom entity and have data of 1000 records to be imported into this new custom entity. For this we will begin with the creation of a Custom Entity named Stores. Following is the sequence that is usually followed:

1. Create a Custom Entity named Stores.

2. Create Fields that are required and are present in the excel

3. Form Customizations to place the all the fields.

4. Publish Customizations

5. Import Data Wizard

– Map Record Types: Map the source Data file to the newly created custom entity named Stores.

– Map Fields.

6. Customize the default active view to display the required columns and Publish.

To summarize the above 6 steps in 2 stages,

Stage 1: Configuration. This will include creating the Custom Entity and Custom Fields which will be created one by one.

Stage 2: Import Data. Once you are done with the configuration, run the import wizard and do the mapping of entity and fields.

Since we already have the data to be imported into the CRM, an alternate way of quickly shortening the entire process is to create a new entity and fields during the Data Import stage itself.

Following is the sequence:

1. Import Data

a. On the Map Data window, Create New. Type in the name of the Custom Entity once a new window pops up.

 

b. On Map Fields window, select Create New Field

c. Select the field type

d. Review and Submit

That’s it! Now, the custom entity as well as the entire data is brought inside the CRM, we have to now perform one last step.

2. Define the area of display and customize the view as required.

3. The form customizations process remains same.

PROS:

The configuration time is saved and all the hassles associated, as all the configuration work can be done at the Data Import Stage itself.

CONS:

1. More than 1 mandatory field cannot be saved during the import stage. By default, only the Primary field is set as a mandatory field. This can however be changed by editing the field window by changing the field requirement type.

2. For Field Type “Option Set” it will consider the Option Values that are present in the column. It will not allow adding any more Option Values to this option set during import stage. Hence, one has to make sure that the source file has all the option values listed in this column. We can add more option values manually by editing the field settings.