Microsoft Dynamics CRM lets you edit multiple records simultaneously. This can save you a great amount of time in certain tasks.
The previous blog entry, “Edit Multiple Records, Part 1: Microsoft Dynamics CRM 2011”, described a quick and easy method of writing the same change to multiple records using the Edit function that was recently updated in Dynamics CRM 2011.
This blog entry describes a more advanced method that is useful for making heterogeneous changes across multiple records as opposed to the homogeneous changes made by the Edit function. This method also gives one a feeling of omniscience because all of the data is laid out and plainly visible in a single Excel spreadsheet.
The basic steps of the process are these: export the Dynamics CRM records you’re interested in, edit them in Microsoft Excel (2003, 2007, and 2010), and import them into Dynamics CRM.
Note: This procedure requires no permissions beyond the default security roles. It can be performed in all deployments models: on-premise Microsoft Dynamics CRM, Microsoft Dynamics CRM Online, and the partner-hosted Microsoft CRM model.
1. Navigate to the view of the records you wish to edit. For the purposes of this walkthrough, we will use some Lead records from the Microsoft Dynamics CRM sample data. Navigate to Sales > Leads and choose the All Leads view (see below).
Check that the columns you wish to edit are included in the view. Only the included columns are exported. If your desired columns are included, skip ahead to step 7. Otherwise keep reading and we’ll tell you how to add them.
2. Click Advanced Find in the Data section of the ribbon (see below). You can see in this image how the new ribbon automatically adjusts to a narrow window, replacing the Data section with a Data button and dropdown menu to economize space.
3. Click Edit Columns (see below).
4. In the Edit Columns window, you can add or remove columns, change the properties of a specific column, and reorder the columns using the green arrows. For the purposes of this walkthrough, we will click Add Columns (see below).
5. Check the boxes next to the fields you wish to edit that are not already included in the grid. For the purposes of this walkthrough, we will check Job Title. (See below). Click OK and click OK once again as shown in the above image.
6. Once you have added the columns you need, and added any filters to your Advanced Find query, click Results to perform the search. (See below.)
7. Once the results appear, verify that all fields you wish to edit within each entity are represented in the columns. If so, click Export Leads located in the Data portion of the ribbon (see below).
8. When the export window opens (see below), check Static worksheet with records from this page and check Make this data available for re-importing by including required column headings. Click Export.
9. In the File Download dialog box (see below), click Save and choose a location for your template. The file type will be XML Document.
10. Once you have opened the XML Document in Excel, you can start editing fields (see below). Highlighted boxes are examples of sample fields that have been edited for this walkthrough. Boxes you edit in Excel will not be highlighted. After you have edited the necessary fields, save the XML Document and close the file.
11. Import your edited records into Dynamics CRM 2011. Navigate to Workplace > My Work > Imports and click Import Data in the ribbon (see below).
12. When the window opens (see below), click Browse… and find the XML Document you saved from Excel. When done, click Next.
13. Choose if you want Dynamics CRM 2011 to allow duplicate records in CRM (see below). Next, choose which CRM user will be the default owner (see image for details). Click Submit.
14. To verify that your sample data was imported successfully, navigate to Workplace > My Work > Imports (see below).
Better Excel integration and a new ribbon for commonly used functions are two examples of the many year-over-year improvements featured in Microsoft Dynamics CRM 2011. xRM.com can help you utilize the plethora of new features in Dynamics CRM 2011 through our formal CRM Online training. If you are interested in researching a Dynamics CRM solution for your business, please visit our xRM call to action.