Import and Export
The Import and Export section includes topics covering working with and troubleshooting imports and exports of data in Sugar.
- Common Import Questions
This article addresses frequently asked questions about importing data into Sugar.
- Detecting Duplicate Records During Import
When importing data into Sugar®, you can perform a duplicate check to avoid creating duplicate records in the system. You can select the fields you would like to use to perform the duplicate check while the data is being imported. If the value of the field on the import file matches the value of a field in an existing record, then the record will not be imported into Sugar.
- Exporting Emails via the Database
There may be occasions when you wish to export emails from your Sugar® instance. While the export action cannot be performed via Sugar's user interface, you can export emails by running a SQL query directly against your instance's database.
- Exporting Records With Special Characters
Sugar® allows users to export data to a CSV file directly from the module's list view or from a rows-and-columns report. When records in your Sugar database contain special characters (e.g. é, à, ú, and ð), the exported CSV file may not display the characters correctly. This article covers how to properly define the export character set in Sugar so that special characters display correctly in the CSV file.
- Importing Email Attributes and Multiple Email Addresses
Sugar®'s import wizard allows users to easily create new records and update existing records using a CSV file. There may be occasions where you want to create or update records to have more than one email address. Users can include various email addresses (primary and secondary emails) in the import file and also specify if the email address should be marked as "Primary", "Invalid" or "Opted Out" on the record. This article covers how to prepare and import multiple email addresses to individual Sugar records.
- Importing Related Records
Sugar's import tool allows you to relate imported records (both new and existing) to existing Sugar records. The record type available to relate and how you relate the records are unique to each module. Please note that as the application can have many module relationships, the fields that allow for the record associations from relationships can vary. This article contains a good representation of the fields used to establish relationships and what to expect when importing related records. However, the fields specified in each relationship can vary based on established or custom relationships specific to your instance.
- Importing Revenue Line Items to Relate to Opportunities
Sugar Enterprise and Ultimate editions allow you to track potential sales at the line-item level using the Revenue Line Items module. Each revenue line item represents the prospective sale of a particular product and has its own sales stage, expected close date, amounts, etc. Opportunity records serve as the container for a group of revenue line items so that the amount (e.g. Likely, Best), Status, and Expected Close Date fields on the opportunity record are based on the related revenue line items. For more information regarding opportunities and revenue line items, please refer to the Opportunities page and Revenue Line Items documentation.
- Importing With Record IDs Using Excel's VLOOKUP
Sugar®'s import wizard allows users to easily update existing records by referencing each records' unique ID number. For more information about updating records via import, see the Knowledge Base article Updating Records via Import. There may be occasions, though, when the update file does not contain the ID field for the records you want to update. In these situations, you can use the Microsoft Excel® VLOOKUP function to insert the correct ID for each row of your spreadsheet.
- Troubleshooting "Assigned To" Field Import
When I am attempting to import data from a CSV spreadsheet into Sugar, why is the "Assigned To" field not populating correctly?
- Troubleshooting DateTime Format Issues During Import
When importing new or updated data into Sugar®, you must ensure that date values are in the format that Sugar expects. This article explains how to confirm that your date format preferences are consistent between the import file, your user preferences, and the Import Wizard properties.
- Troubleshooting Users Unable to View Imported Records
Non-admin users cannot see records imported into Sugar.
- Updating Records Via Import
While Sugar provides the Mass Update utility to quickly update a set of records, you may find that updating records through a spreadsheet is much more efficient. This article will cover how to use Sugar's import tool to update existing records.
- Using Import to Find Duplicates Across Modules
Sugar's contact qualification and workflow process starts from the Targets module. When a target is confirmed, the individual then becomes a lead, and when vetted, eventually becomes a contact. Of course, regardless of this process, users can still manually enter records directly into modules and may create a new lead record for a person who already has a contact record. With all of these different modules in Sugar, you may find yourself in the situation where there are duplicates across multiple modules that should be cleaned up.
Last modified: 08/31/2016 05:04pm