Professional and Enterprise Editions Only: Learn More about using Data Loader

Note: This import process will work for Sales Cloud Professional Edition or Sales Cloud Enterprise Edition only.

This guide will demonstrate how to think about and prep your SalesforceIQ data for a Data Loader import into Sales Cloud. If you are working with an Implementation Partner to get your SalesforceIQ data into Sales Cloud we recommend you send them this guide as a getting started resource.

This guide will focus on how to migrate your opportunities from SalesforceIQ into Sales Cloud. After the import is complete, you should be able to take what you've learned in this guide and apply it to get your additional SalesforceIQ data imported into Sales Cloud.

In detail we will discuss the following:

1) Guidelines around exporting data from SalesforceIQ

2) Formatting your Sales Cloud organization to accept your SalesforceIQ data

3) Cleaning and formatting your data for import into Sales Cloud

4) Importing your data into Sales Cloud. This includes importing:

  • Accounts on your Opportunities List
  • Contacts on your Opportunities List
  • All relationships on your Opportunities List

Pre-work in SalesforceIQ

Please complete the steps below in order to gather all the recommended data from your SalesforceIQ organization for import into Sales Cloud.

  1. Before exporting your data from SalesforceIQ, go to all of your Account based Lists and add the Account Property field named “Account Name”
    1. Use this help center article as a reference on how to add Account fields to your Account Based Lists.
      1. NOTE: It is recommended that all Account Property Fields are added to all account based lists and all Contact Properties are added to all contact based lists before the export. This will ensure that this information is easy to find and therefore easy to import.
  2. Perform a contact export of all Account based Lists
    1. Go to an Account based list
    2. Click on the dropdown carrot next to the List name in the upper left side of the screen
    3. Choose Export>Export Contacts
    4. IMPORTANT: Be thoughtful about renaming your contact export files. Make sure the file name is descriptive so it's easily identified. E.G: Opportunities_Contacts_Export_File
  3. Perform an Org Export
    1. IMPORTANT: Please DO NOT start importing data into Sales Cloud without reviewing the rest of this document. The AccountsARCHIVE.csv and ContactsARCHIVE.csv files from the Org Export will NOT be imported into Sales Cloud as they are redundant backup copies of aggregated list data.
  4. Congratulations! If you completed all the steps above all data necessary for importing everything into Sales Cloud is now successfully exported from SalesforceIQ!

Pre-work in Sales Cloud

Before you can import your SalesforceIQ data into Sales Cloud you will need to customize your Sales Cloud instance so that it can read and take your SalesforceIQ data.

  1. Required Pre-work training: Admin Beginner Trailhead
    1. IMPORTANT: It is important that you take some time to go through this Trailhead and familiarize yourself with Sales Cloud. This guide will assume that this Trailhead has been completed. If something is mentioned and it is unfamiliar (i.e. custom objects) please go back to the Trailhead to learn more.

Objects in Salesforce

  1. Compare your SalesforceIQ Lists to each Sales Cloud Standard Object. A list in SalesforceIQ will translate to an Object in Sales Cloud. For all the different Lists you have in SalesforceIQ, you will want to make sure that you have an Object to import this information into. For example: Leads & Opportunities are Standard Objects in Sales Cloud but Projects are not. If you have a Project List you will need to create a Sales Cloud Custom Object.
  2. Also if you have multiple list that track the same process, these lists should be combined and imported into the same Object. For example, if you have two lists that track opportunities, one list for US opportunities and another list for European opportunities, you will want to import both these lists into the same opportunity object in Sales Cloud. Each Sales Cloud object should represent a workflow or process from SalesforceIQ
    1. How to see a list of all Sales Cloud Standard Objects
      1. Log into Sales Cloud Lighting
      2. In the upper right hand corner, click on the gear icon
      3. Select Setup
      4. Under Platform Tools on the left click on Objects and Fields
      5. Click on Object Manager
      6. Look through the standard Objects in this list to determine if any custom objects need to be created.

Creating Custom Objects

  1. Create Custom Objects in Sales Cloud if you notice that one of your Lists does not match to a Sales Cloud Standard Object. Here are the steps to create a Custom Object in Sales Cloud. For example: If you track Projects as a List in SalesforceIQ then Projects will need to be a Sales Cloud Custom Object
    1. IMPORTANT: Custom Objects are NOT supported on the Sales Cloud plan Lighting Essentials
    2. How to create a Custom Object:
      1. In the Object Manager, click on the Create menu in the upper right side of the screen
      2. Select Custom Object
      3. Fill out all the required fields.
      4. Check the box ‘Launch New Custom Tab Wizard After Saving This Custom Object’ at the bottom of the page before clicking Save
      5. Click Save
      6. Click on the box next to Tab Style and select your favorite tab style
      7. Click Save
      8. Select which profiles you want to be able to see the custom object
      9. Select which Apps you would like the custom object to appear in

Editing Standard Fields within an Object

  1. You will want to go in and edit any field within Sales Cloud that came as a standard picklist field. An example of this would be your status or stage field in your opportunity object.
    1. Edit the existing standard fields Stage in Sales Cloud. The Stage field from Sales Cloud is going to be your new Status field from SalesforceIQ. You will want to edit these pick list options to match your statuses from SalesforceIQ
      1. Open the object manager and select the opportunity object
      2. Select Fields and Relationships
      3. Click on the stage field
      4. To edit picklist values find the Picklist Value section at the bottom of the screen and click edit or new to add new values to the picklist
      5. Save
  2. Another object you might want to edit the stage values is the Leads object.

Creating Custom Fields within an Object

  1. You'll need a Custom Field if you have any columns in your SalesforceIQ data set that are not represented in Sales Cloud as Standard Fields.
    1. To see what standard fields are available go to Setup>Objects and Fields>Object Manager>click on the object (Account, Opportunity, Contact) you want to edit
      1. Click on > Fields and Relationships
        1. Read through the list available to you and determine if you need to create any custom fields
      2. To create a custom field click on New in the upper right side of the screen
        1. Follow the prompts and use the field mapper tool below to understand how SalesforceIQ fields map to Sales Cloud Field types.
        2. After creating a new field, they are automatically added to the page layout
SalesforceIQ Field Type Sales Cloud Field Type
Standard Text Field → →→ → Text Area
OR
Text Area (long)
Standard Numeric Field → →→ → Currency
Standard Single Select Field → →→ → Picklist
Standard Multi Select Field → →→ → PickList (multi select)
Standard Date Field → →→ → Date
OR
Date/ Time

Creating a Custom External ID Field

  1. Create an External ID field within each object you are importing into. This field will help you match Sales Cloud Objects to one another as parent/child records. For example this ID is important to tie your Opportunities to the right Account.
    1. IMPORTANT: You will notice in your SalesforceIQ Org Export that there is a unique identifier for every account, contact, and list item within SalesforceIQ. Data Loader can only identify your data by a reference id. For example, if an account named ABC Company is created in Sales Cloud, Sales Cloud assigns an ID to this account. It looks something like this, 0011I000004LIp7QAG. When importing contacts associated with ABC Company, Data Loader and Sales Cloud will know that your contact is associated with ABC Company through the Account ID (0011I000004LIp7QAG) not the account name. In this last step, we need to tell Sale Cloud that we are going to use the SalesforceIQ record IDs as the main identifiers.
    2. Create a new text field for every object you are importing into. We will start with the account object
      1. Go to the Object Manager
      2. Click Account
      3. Click on Fields and Relationships
      4. Click New in the upper right hand corner
      5. Select Text and click Next
      6. Name the new field 'SFIQ Object Name ID'. In this case it will be 'SFIQ Account ID'
      7. In Length type 255 (This means the text field will have a 255 character limit. This is the max character limit for a text field)
      8. Type in a description you see fit
      9. IMPORTANT: Check the box that says “Set this field as the unique record identifier from an external system”
      10. Click Next and follow the prompts until you save the new field
    3. Repeat these steps for your Contact, Opportunity, and Custom Objects
      1. Contact Object = SFIQ Contact ID
      2. Opportunity Object = SFIQ Opportunity ID

Creating Sales Cloud Users and Exporting User IDs

  1. At this point we should have all customization finished in Sales Cloud. This will be the last step before the import.
    1. Add all users to Sales Cloud
      1. Go to the setup page
      2. Click on Users under the Administration heading
      3. Click on Users under the Users heading
      4. Click New User
      5. Add the user and fill out all necessary information
      6. Click Save & New to add additional users
    2. Download Data Loader
      1. Go to the setup screen
      2. Click on Data under the Administration heading
      3. Click on Data Loader
      4. Download Data Loader for your operating system
    3. Exporting User IDs from Sales Cloud
      1. Open Data Loader
      2. Click on Export
      3. Login with your Sales Cloud login credentials
      4. Once logged in successfully click Next
      5. Select the 'User' object
      6. Click the Browse button and select a destination for the export
      7. Click Next
      8. Select the Id field and the Name field
      9. Click Finish
      10. Make sure you have all successes and zero errors.
  2. Congratulations! If you completed all the steps above all customization should be completed in your Sales Cloud instance!

Prepping Your SalesforceIQ Data In Excel

The following sections will focus on prepping and importing data from your SalesforceIQ Opportunities list. This will include importing any Accounts, Contacts and relationships found within your Opportunities List. This guide will also show how to map all data accordingly. After completing the next few exercises, you should be able to take the learnings and apply them to the rest of your SalesforceIQ Lists.

  1. Required Pre-work: Import Series
    1. The import series videos linked above, will teach you a different method of using data loader than the one described in this guide. This guide is designed to minimize the amount of excel work (i.e. VLOOKUP) needed to prep data for the data loader.

Prep SalesforceIQ Account Object Data for Import into Sales Cloud

Adding Sales Cloud User IDs to your import file

  1. In your SalesforceIQ Opportunity Export file, insert a new column next to the owner column and name it OWNERID
    1. Open the User ID extract file from the Data Loader export
    2. Copy and Paste the corresponding userID from your Data Loader export into the new column. Match the Sales Cloud UserID with the corresponding user name.
      1. Recommendation: Use the filter function to filter the owner column from A-Z for easier copying and pasting
  2. Save your file

Data Cleanup

  1. Clean up and de-dupe your import file from the SalesforceIQ export (refer to Cleaning Up Your Import File video in the import series)
    1. Open the Opportunities List export from your SalesforceIQ org export folder.
    2. Use the Save As function and name it “Account_Import.csv”
    3. Go to the column named “SalesforceIQ Account Id” and find all duplicate values
    4. Clean up all duplicates
      1. NOTE: Because the Account Import document is designed to only import information to the Account Object, you can delete all columns that do not contain account information. This includes all contact information and information specific to the Opportunity. Keep the SalesforceIQ Account Id and the owner column. If you are missing account information within your opportunity document, go back to SalesforceIQ, make sure all wanted account properties are added to your list, and export the grid. This will be your new import file.
    5. Save your file
  2. Finalizing your import document
      1. ProTip - Export your fields from the SalesCloud account object with Data Loader to match the column headers. (Import Series: Video 2, time-1:50)
    1. Run an export out of Data Loader on the account object to match up all other custom fields
      1. Open Data Loader
      2. Click on Export
      3. Select the account object
      4. Click the Browse button and select a destination for the export
      5. Click Next
      6. Select all fields
      7. Click Finish

Note: Salesforce comes with some demo data. This data will give you better insight on how to use your fields in Salesforce.

  1. Use this export to find and replace the column headers in your Account Object import file to help with mapping in Data Loader
  1. Use the following as a starting point on what to map
    1. SalesforceIQ Account Id = SFIQ_ACCOUNT_ID__C
    2. Account Name (Account) = NAME
    3. OWNERID = OWNERID
    4. Address = SHIPPINGSTREET
  1. Save your file

Import Accounts into Sales Cloud via Data Loader

  • Open Data Loader and select Upsert
  • Click Next
  • Click on The Account Object named 'Account'
  • Click on Browse and find the import file
  • Click Next
  • Click on the dropdown menu and select “SFIQ_Account_ID__c”
  • Click Next
  • Keep the parent as <Not selected>
  • Click Next
  • Click on Create or Edit Map
  • Click Auto Match Fields to Columns or Map Fields Manually
  • If you copied and pasted Sales Cloud account column headers into the import file, all fields you want to import will auto match
  • Click Okay
  • Click Next
  • Click Browse and Select where you would like the extract file to be saved
  • This file is where information about the import will be kept.
  • If the import was successful check your work
  • Open up Sales Cloud, and switch to the “Sales” appClick on the nine tiled icon on the upper left part of the screen
  • Click Sales in the popup window
  • Click on the Accounts tab
  • Change the View Dropdown from Recently Viewed to All Accounts
  • Select an account
  • Click Details
  • Here is where you can double check your work
If the import contains errors, open the error file to fix the issue. This error file will be your new import file the next time around

Prep SalesforceIQ Contact Object Data For Import into Sales Cloud

  • Open the contact export of your Opportunities list.
  • Use the Save As function and name the file Contact_Import.csv
  • Clean up all duplicates using the contact_id column
  • Rename the column 'account_id' to SFIQ_ACCOUNT_ID__C
  • Delete all columns that do not contain contact data. i.e. member_id, account_name, company etc.
    • Run an export out of Data Loader on the contact object to find and replace the column headers in your import document
      • Open Data Loader
      • Click on Export
      • Select the Contact object
      • Click the Browse button and select a destination for the export
      • Click Next
      • Select all fields
      • Click Finish
    • Use this export to rename the columns of your import file to help with mapping in Data Loader

Import Contacts into Sales Cloud with Data Loader

    • Open Data Loader and Click on Upsert
    • Select the Contact Object and Click Next
    • In step 2a select 'SFIQ_External_Contact_ID__c' in the drop down menu
    • Click Next
    • In step 2b select 'SFIQ_External_Account_ID__c' in the drop down next to Account
    • Leave the 'Reports To' drop down with <Not Selected>
    • Click Next
    • Map your fields
    • Make sure the SFIQ_External_Account_ID__c field is mapped. This will need to be done manually.
  • Finish the Import
  • If the import was successful check your work
    • Open up Sales Cloud
    • Click on the Contact Object
    • Change the View dropdown from Recently Viewed to All Contacts
    • Click on a contact's name
    • Click View Details
    • Make sure that the contact is tied to the correct account
  • If the import contains errors, open the error file to fix the issue. This error file will be your new import file the next time around

Prep SalesforceIQ Opportunity Object Data For Import into Sales Cloud

In this step we are only associating opportunities with the correct account. In the next section we will be mapping the correct contacts to those opportunities.

    • Open your Opportunities List from your SalesforceIQ Export
    • Use the Save As feature and name the file Opportunity_Import.csv
    • Format your Close Date column
  • Note: The Close Date field in the Opportunity Object is a required field. Any line without a close date or with the close date in the incorrect format will error out during the import
    • The correct date format is MM/DD/YYYY (This is only for American Customers)
      • In Excel Highlight the Close Date Column
      • Make sure the Home tab is selected in Excel
      • Click on the drop down menu where it says General or Date
      • Select More Number Formats... at the bottom of the drop down menu
      • Select Custom from the list on the left side of the popup window
      • Under Type, type in MM/DD/YYYY
      • Click Okay and Save
  • Note: You will need this same date format for any date fields imported into Sales Cloud
    • Using Data loader, export an empty extract for opportunities for easier mapping in Sales Cloud
      • Open Data Loader
      • Export>Opportunities>Select all Fields
      • Copy and paste the appropriate headers accordingly
      • Use the following as a starting point on what to map
        • Sales Cloud Account ID = SFIQ_ACCOUNT_ID__C
        • Sales Cloud Relationship ID = SFIQ_Opportunity_ID__C
        • Name = NAME
        • Status = STAGENAME
        • Revenue = AMOUNT
    • Import all Opportunities with Data Loader
      • In Data Loader Select Upsert
      • Click on the Opportunities Object
      • Click on Browse and find the Opportunity_Import.csv file
      • Click Next
      • In Step 2a Click the Dropdown and select SFIQ_Opportunity_ID__c
      • Click Next
      • In Step 2b Click the dropdown and select SFIQ_Account_ID__c
      • Click on Create or Edit Map
      • Click Auto Match Fields to Columns
        • Because we copy and pasted the SFDC exported headers into our import file, all fields you want to import will auto match
        • Map the SFIQ_External_Account_ID__c field manually
      • Click Okay
      • Click Next
      • Click Browse and Select where you would like the extract file to be saved
      • If the import was successful check your work

Attaching Contacts to the Opportunities

  1. Open up the SalesforceIQ Contact Export for your Opportunities List
  2. Use the Save As function and name the file Opportunity_Contact_Mapping_Import.csv
    • The only two columns you will need to map the contacts to the opportunities are the contact_id and the member_id columns. Member_id is the same as your opportunity_id.
      • Change the header contact_id to SFIQ_External_Contact_ID__c
      • Change the header member_id to SFIQ_External_Opportunity_ID__c
      • Delete the rest of the columns in the import file
    • Open Data Loader and select Upsert
    • Check the “Show all Sales Cloud objects” Box
    • Select Opportunities (Contact Roles)
    • Click on Browse and find Opportunity_Contact_Mapping_Import.csv file
    • In Step 2a click next. No selection needed
    • In step 2b select SFIQ_External_Opportunity_ID__c and SFIQ_External_Contact_ID__c in the drop downs
    • Click Next
    • Click on Create or Edit Map
    • Click Auto Match Fields to Columns
      • There should only be two fields to match at this point
    • Click Okay
    • Click Next
    • Click Browse and Select where you would like the extract file to be saved
    • If the import was successful check your work

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