Welcome to the SimpleImport User Guide. SimpleImport is a quick-to-adopt importing solution for Salesforce CRM aimed at streamlining repeat import tasks, designed to scale with your business, and offering unique functionality designed with the end user in mind.
Deploy SimpleImport and Managed Import to users in your organization
Getting this far means that we’re ready to start importing, but before we submit the job for processing, let’s take a look at the summary page.
The summary page contains:
Your selections – the file name you’re working with and the objects you’re importing into.
Matching – if the import is an update or upsert, a description of the matching conditions.
Mapping – a summary of the amount of fields mapped.
Job estimation – an estimate for how many records will be inserted or updated.
Save mapping – manage storing the mapping for reuse.
This is the last chance to review your configuration before hitting Submit. If you need to make any changes, use the Back button in the footer of the app to navigate to your desired page.
Save the current mapping
SimpleImport is designed to streamline repeat imports, whether it be through the SimpleImport application, or by using ManagedImport. Either approach relies on a saved mapping.
You have the option to save a mapping once you reach the summary page.
If you loaded an existing mapping and made some changes that you want to keep, use the Save button to update the existing mapping.
To save a new mapping, use the Save As button and provide a name when prompted.
If you are working with a multi-sheet workbook and planning to use the mapping with ManagedImport, tick Store the current sheet name in mapping for use with ManagedImport.
If this setting is left unchecked, ManagedImport will always select the first sheet in the workbook.
If the user exports a sheet as a .CSV from the workbook, ManagedImport will check the mapping automatically to see if it is a match before attempting to import. This is because sheet names are not supported in .CSVs.
Go, go, go!
Everything has been covered for configuring an import and you’re ready to go. When you’re happy, press Submit.
You will be navigated back to the Home and Upload screen where you can monitor the file’s progress and results once the job has been completed by viewing the tile’s state. You can refer back to the file states and actions article for more information.
The destination object has been selected and the import type has been defined. We’re now ready to tell SimpleImport where we want the file’s data to be imported into.
Mapping file columns to Salesforce fields
This example will cover inserting accounts from the template file shown below. It contains three accounts shown in rows 2, 3 and 4 and has column headings shown in row 1.
The mapping page contains some key features:
File columns – populated with the row 1 data from the file.
Sample data – displays the first 5 rows of data from the file. Use the left and right arrows next to sample data to scroll through the rows.
Object fields – a place to select the Salesforce fields from the object you’re importing into. Clicking each row reveals the field finder.
Add Constant – generate a new row to add a constant value to each record and map it to a Salesforce field.
Using the Field finder
The key objective on the mapping page is to associate each of the file columns that need importing with a Salesforce field. Select Map to Salesforce in the Object fields section to access the field finder for each row.
The field finder lists all fields that exist on the object you’re importing to and provides a search box to quickly locate the fields you want to map your import to.
Each field will be presented in the following format:
Field Name | External ID Field | Object Name | Required
Field Name provides the name of the field. This may be the field name, API name, or both depending on your configured preferences.
External Id Field will be displayed if the field type is a lookup field. This allows you to populate lookup fields with any supported external ID specified on field selection’s destination object.
Object Name will always display and is beneficial when importing into multiple objects. An M or D will follow in brackets highlighting whether the field is part of the master or the detail.
Required will be displayed if the field is required.
To map file columns to Salesforce fields:
Press Map to Salesforce for the row you’d like to map.
Use the Field finder search to filter the list of fields.
Select the field from the list. The field list is scrollable if there is a long list of fields.
Repeat for each file column you want to import.
To change an existing field mapping or remove an exiting field:
Press the existing mapped field for the row you’d like to edit.
Use the Field finder search to filter the list of fields.
If you’d like to remove the map, select --Click to Unmap-- found at the top on the list.
Select the desired item from the list.
Adding constant values to the mapping
Constant values allow you to import a consistent data value into a Salesforce field for each record being imported. A common use case is importing new products and making them all active, or inserting new accounts and setting the billing country to a set location.
To add a constant value:
Select Add Constant to generate a new constant row.
Type the value into the new text field. The new text field will be appended to the list of file columns.
Press Map to Salesforce in the constant’s row.
Use the Field finder search to filter the list of fields.
Select the field from the list.
To delete a constant value:
Select the more actions in the constant value’s row (down arrow).
Select Delete.
Summary
You should now be confident in understanding how to map your spreadsheet file to Salesforce fields and optionally add constant values to the mapping. This covers all of the configuration required to import into Salesforce. We’ll now head to the summary page to review the import before submitting the job. Move onto the next article to continue.
The time has arrived! We’re so excited to share with you the SimpleImport Winter ‘22 (20211129) Release!
With an optimized workflow, updated error messages, a nifty feature addition and a new summary page, there’s plenty to cover so let’s get started.
1. Define your Import Type
Firstly… ambiguous toggles are gone from the mapping page! SimpleImport now has a dedicated page for defining your Import Type; choose between an Insert, Update or Upsert. A new quick-to-adopt Matching Conditions query builder finds existing records when you are configuring an Update or Upsert job.
2. A mapping page, just for mapping fields!
Thanks to the dedicated Import Type page we’ve just seen, the mapping page now focuses on its key objective – mapping fields! It’s simpler than ever to map your spreadsheet columns to Salesforce fields, and the field finder has been revamped to be faster and more accurate than before.
3. Harness the power of Constant values
Are you importing products and want them all to be active? Or inserting new US accounts? Introducing Constant values. Don’t waste time duplicating data in your spreadsheet; tackle it directly on the mapping page. Hit Add Constant, map the value, and away you go!
4. Clearer error messages
Sometimes errors happen and we’ve been working hard to make our messaging as clear as possible so that you can identify the issues and work on solving them. Perhaps something is misconfigured, or required fields are missing? SimpleImport will let you know!
5. Review your import settings
Importing can be stressful so we’ve introduced a new summary page to provide an overview of the import job you’re about to submit. See your object selections, matching conditions, mapped fields and review the job estimation all in one place. Sound good? Well you can save the mapping here for future use!
6. Load and save mappings where it matters
Load mappings at the beginning of your journey, and save new ones at the end. With the import process now spread out over a couple of steps, loading a mapping at the earliest point allows you to blitz through your import task. Save a new mapping at the end of the process ensures you’ve followed all the required steps to set up your mapping how you need it.
How do I access SimpleImport Winter ’22?
Great question! This is a service update so you will automatically have access to the new workflow if you are already using SimpleImport Premium.
Anything else?
There are some additional tweaks and changes including removing the requirement to create a custom setting when configuring the ManagedImport Lightning Component. All old mappings will still work as expected. To accompany these changes, we’ve overhauled our documentation to make the transition and future adoption of the solution better than ever.
If you get stuck or have any questions, feel free to contact our Support team who are more than happy to help you: support@provenworks.com.
SimpleImport
Importing files is so vital for so many organizations. It’s good news that Simplelmport makes this job as effortless as possible. Learn more and book a demo.
PowerSearch functionality by default will search in over 245 countries up to the premise-level. Whilst powerful, this can lead to the results being diluted, especially if you know you are only working within specific countries, or have one country that you primarily work within.
To combat this, AddressTools has two settings to improve the results and customize them to your requirements.
Allowed Countries – PowerSearch address verification will only return address results from the listed countries. All available countries will be searched if this setting is left empty. You have the ability to choose up to 80 countries.
Priority Country – PowerSearch address verification will prioritize displaying results from this country.
To access these settings:
Go to App Launcher | AddressTools Administration.
Select Settings from the sidebar.
Click the pencil next to Allowed Countries or Priority Country.
In Allowed Countries, type and select the countries that your business will be verifying addresses in.
If your organization has a country that you’d like to prioritize in the search results, select this country from the Priority County picklist.
Click Save.
Note: these two setting will only impact PowerSearch address verification. Automated address verification relies on the country value entered in an existing address.
Batch address verification alerts
Batch address verification runs behind the scenes. This can be a fantastic option to automate address verification in your organization, however errors can happen! For example when a record is verified, an update will be pushed to the record when a result has been found. If, for whatever reason, this record cannot be updated, you need to know the operation has failed!
To ensure alerts are provided in the event of an error, a dedicated email address can be added to the AddressTools settings. By default the email address of the installing user will be populated in this field but you may wish to change this.
Go to App Launcher | AddressTools Administration.
Select Settings from the sidebar.
Click the pencil next to Batch Verification Alert Email Address.
Enter the email address to send the alerts to.
Click Save.
Note: your organization may be required to change the Access to Send Email organization setting to All email. This is located in Setup | Email | Deliverability.
What is a formula and how is it useful with PhoneTools?
A Salesforce Formula Field is a read-only field that derives its value from a formula expression you define. These are added to objects and their value is calculated per record. Each record can have a different output dependant on the formula expression that was written.
So how is this useful for PhoneTools?…
In some organisations, not every record needs screening so a quick way to identify whether a record needs screening is by defining a formula that calculates this for you.
What should my formula contain?
If in doubt, your formula should always edge on the side of caution as it is more important to screen records that you are unsure of versus rule them out from screening. It is important to review the criteria with your compliance team to identify what indicates whether a record can be excluded from screening. This will be organization-specific and as a result, can work out better to screen all records and ensure you’re TPS and CTPS compliant.
Creating a formula
In this example, we’ll assume that all records that need screening exclusively sit on records that contain “United Kingdom” in the country field.
Go to Salesforce Setup | Object Manager.
Select the object where you need to define a formula.
Select Fields & Relationships.
Select New.
Choose Formula.
Provide a Field Label and Field Name.
Select Number.
Set Decimal Places to 0.
Select Next.
If the formula results in “1”, the record will be screened.
If the formula results in “0”, the record will not require screening.
Using the above logic, we can now define a formula to meet our criteria. By creating an IF statement, we can query the record on meeting certain criteria. See the example below that checks if the record’s Billing Country field contains “United Kingdom” or is NULL.
PhoneTools will now execute a batch job to screen all configured records that have not yet been screened or are overdue. This is calculated from the Next Screen Due date field on the records.
If you’ve completed Adding the PhoneTools lightning component to a record app page then it’s good news! You have instant access to interactive record screening. As a system administrator, you can sample this functionality immediately by navigating to a record where the component is configured and click the Screen Phone Numbers button.
…But the interactive record screening feature is rarely just for use by a system administrator so permissions need to be granted to your users.
Granting permissions to use interactive record screening
Users wanting to use interactive screening must have the editable permissions to each of the phone status fields required by PhoneTools.
Phone Status Field
Next Screen Due Field
Screening Results Field
The users must also have at least read access to all the configured phone fields on the object. For example:
Phone
Mobile
These permissions can be granted on the profile itself or via a permission set.
PhoneTools relies on three custom fields to store a records’ TPS and CTPS status, we call these the “functional fields”.
The three functional fields are:
Phone Status Field
Next Screen Due Field
Screening Results Field
We will use these fields later in the configuration.
If you are implementing PhoneTools on one of the out of the box object, the functional fields have already been created for these object and you can move onto the next article.
If you plan to use PhoneTools on another object, continue reading.
Creating the functional fields for an object
When you know which object you need to create the three fields for, follow the steps below.
We’ll start by creating the Phone Screen Status field:
Go to Object Manager, locate the Object, and go to Fields & Relationships.
Select New.
Choose the data type: Picklist.
Select Next.
Add a Field Label (we suggest ‘Phone Screen Status’)
Select Enter values, with each value separated by a new line.
Add the following values to the text area:
Not screened
Error
Safe to Call (not listed)
Caution (partially listed)
Do Not call (listed)
Select Next.
Provide visibility to all the users who will be screening records, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
Now for the Next Screen Due field:
Select New.
Choose the data type: Date/Time.
Select Next.
Add a Field Label (we suggest ‘Next Screen Due’)
Select Next.
Provide visibility to all the users who will be screening record, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
And finally for the Phone Screening Results field:
Select New.
Choose the data type: Text Area (Long).
Select Next.
Add a Field Label (we suggest ‘Phone Screening Results).
Leave the Length and #Visible Lines at their default values.
Select Next.
Provide visibility to all the users who will be screening record, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
Now your fields are created, you’re ready to start configuring the “Fields to Screen”!
PhoneTools comes packaged with triggers for the following objects:
Account
Contact
Lead
This means that if you’re only screening fields on the above objects, there is no requirement to add a custom trigger to your organization and you’re ready to move on to the next step.
If you plan to use PhoneTools on another object, continue reading.
Creating a trigger
We’ve made it as straightforward as possible to add a custom trigger to any object in Salesforce allowing you to start screening any phone field against the TPS and CTPS databases.
Go to Setup.
Navigate to Object Manager.
Locate the Object you want to create the trigger for.
Select Triggers and New.
Paste the following code snippet into the box provided.
Replace OBJECTLABEL with the label name of the object you’re creating the trigger for.
Replace OBJECTAPI with the API name of the object you’re creating the trigger for.
Select Save.
Note: to deploy a custom trigger to production, you may be required to provide code coverage to the trigger. To do this, you will need to create an apex test to insert a record to the object you created a trigger on.
