Converting from ACT! to Salesforce.com

Transcription

1 Converting from ACT! to Salesforce.com Using the Exporter software and Dataloader.io Last updated June 2014 Copyright Group. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright

2 Contents Getting Started... 1 Before you Begin... 1 Step 1 -- Export the ACT! data using Exporter... 2 Step 2 -- Add Fields to Salesforce... 6 Adding a custom field to the Salesforce Contact Record... 6 Step 3 -- Import your data... 9 ACCOUNT Map CONTACT Map NOTE_HISTORY Map ACTIVITY Map OPPORTUNITY Map OPPORTUNITY NOTES/HISTORY Map SECONDARY CONTACTS Map Appendix A Preparing your ACT! Database Finding Duplicates Remove the Old Data Appendix B How the differences are handled Account Assignment Blank Contacts Account Addresses Groups Secondary contacts (ACT! only)... 20

3 Getting Started Before you Begin Data Clean-up -- You need to make certain your ACT! database is free of duplicate records, does not contain blank records and contains only the data you want to bring into Salesforce. User Set-up You are probably not going to transfer all the users from your ACT! database into Salesforce. You should set up the users that will be moving to Salesforce before running the export The Exporter will allow you to reassign ACT! users to your SFDC users. Salesforce users must be Active Users if you plan to assign data to them. Testing You can run the Exporter in evaluation mode which will produce a 200 contact sample (Selection on the Exporter Custom Controls tab). This will allow you to test a small number before the actual full migration. After you have completed the test, you can delete the sample by using the SFDC Mass Delete function. Search for Accounts where the AccountID contains a dash ( - ). 1

4 Step 1 -- Export the ACT! data using Exporter There is a separate User Guide for the Exporter. It is recommended that you read it before proceeding. 1. Select the version of your ACT! database. 2. Select the Salesforce.com option. 3. Select the SQL Server Instance you are using to read the database (This is required for ACT! and above. See Exporter User Guide for more information) 4. Browse to your ACT! database and select it 5. Browse to a folder to put the exported data and select it 6. Specify how you want Accounts built. 2

5 7. Remap the any ACT! users 8. Apply any filters 9. Click the Export button 3

6 When the Exporter completes, there will be a folder named Salesforce_com located in the path specified in Step 5. There will be several files, all with a.csv extension, and a folder named Auxiliary Tables.. See Appendix A of the Exporter User Guide for a description of each file. All the files can be opened with Excel by double clicking on the file icon. Before loading your data, will need to use the following files to setup your Salesforce.com org. Migration_Summary.CSV this is a list of the ACT! fields that did not map to Salesforce fields. If you plan to transfer these, you will need to add them to Salesforce. 4

7 There s also other information in this file that enumerates how your data is distributed. This may help you decide if you would like to apply any filters to the data instead of importing everything. Any field that have been created by the Exporter and not part of the ACT! database will be prefaced by X_. Where fields are part of the ACT! database but in conflict with the SFDC database, the field will be prefaced by ACT_. PickList.CSV This files contains a list of fields that have pick list (drop downs) in ACT!. If you want to use the pick list in Salesforce, you can copy the values and when you define the field in Salesforce, paste the list into the Salesforce field. If there are more than 200 items or the width is longer than 40, the list cannot be used as a Salesforce Picklist 5

8 Step 2 -- Add Fields to Salesforce You will probably not want to add all ACT! fields to Salesforce. However, you MUST add the ACT_AccountID ( SFDC Accounts), ACT_ContactID (SFDC Contacts) and OpportunityID (SFDC Opportunities) fields. This allows the Notes, History etc. from ACT! to be linked to its parent record in SFDC. The following steps illustrate adding the ACT_ContactID field. Follow this procedure for all the fields you will be adding. If you need additional assistance, the Salesforce web site has several tutorials and videos.. We recommend that when you create the new fields in Salesforce you match the names in ACT! This will allow the import program to auto match your fields. If you want to change the names, you can do so after the import is complete. Adding a custom field to the Salesforce Contact Record Start Salesforce and select the Setup option From the App Setup section select Customize and click the Customize your Contacts tab 6

9 Select Add a custom field to contacts Select New Select the type of field you want to add The ACT_Migration_Summary list produced by the Exporter will contain this information. 7

10 Add the field information exactly as it appears in the list produced by the Exporter Type the Field Name exactly as it appears in the list from Exporter. This will allow the Salesforce import wizard to map the field automatically. For the ACT_ContactID, ACT_AccountID and ACT_OpportunityID, select the External ID checkbox. Repeat the above steps until you ve added all the fields from ACT! that you want to use in Salesforce. 8

11 Step 3 -- Import your data The dataloader.io utility is being used for these instructions. Dataloader.io is a free utility that can be found at While there are other import utilities for SFDC (Jitterbit, Apex Data Loader etc.) we have found that because dataloader.io allows easy linking of parent/child records it s the best suited for small to mid-sized databases. We have included sample import maps and the critical relationship fields for each of the objects listed below. If you need additional assistance, there are demos and instructions on both the Dataloader.io and Salesforce sites. The order for import is: 1. Accounts (ACCOUNT.CSV) import>insert into Account Object 2. Contacts (CONTACT.CSV) import>insert into Contact Object 3. Notes & History (ACTIVITY_HISTORY.CSV) import>insert into Task Object 4. Activities (TASKS_EVENTS.CSV) import>insert into Task or EventsObject 5. Opportunities (OPPORTUNITY.CSV) import>insert into Opportunity Object a. Opportunity Notes (OPP_ACTIVITY_HISTORY) import>insert into Task Object 6. Secondary Contacts (SECONDARY_CONTACT.CSV) SQL only>insert into Contact Object The exported fields are named so that they will be automatically mapped. In the Maps that follow, the fields that you need to use the Lookup via feature are indicated you will find each noted.. Depending on the complexity of your ACT! database, there are several extended imports that can be done. These files are found in the Auxiliary Tables folder. If you plan to use these files, you will need to consult the Salesforce documentation to migrate them. 9

12 ACCOUNT Map Insert into SFDC Account Object. 10

13 CONTACT Map Insert into SFDC Contact Object. 11

14 ACTIVITY_HISTORY Map Insert into SFDC Task Object Included in Activity History section of the Account/Contact. This includes the Notes and History tab information from ACT! 12

15 TASKS_EVENTS Map Insert into SFDC Task or Event Object The ACT! Activities will be included in the SFDC Open Activities section. If you want timed events, then you can load into the Event object. We recommend using the Task Object. 13

16 OPPORTUNITY Map Insert into SFDC Opportunity Object 14

17 OPPORTUNITY NOTES/HISTORY Map Insert into SFDC task Object will be included in the Activity/History section of the Opportunity 15

18 SECONDARY CONTACTS Map Insert into SFDC Contact Object will be included in the Contact List the Reports To field will be populated 16

19 Appendix A Preparing your ACT! Database Finding Duplicates ACT 2005+: You can use ACT! to find these records. To do this, select Scan for Duplicates from the Tools menu. 17

20 Remove the Old Data. ACT! allows you to save a lot of stuff. Unfortunately, a lot the the stuff is really junk. So, you might want to take some time and get rid of the data that you will never use. 18

21 Appendix B How the differences are handled There are many differences in structure between the ACT! and Salesforce databases. The following explains how the Exporter deals with these: Account Assignment In Salesforce.com, if a contact is not assigned to a company, then the record owner is the only user that has access to the contact. Therefore, when the import files are prepared, each contact is assigned an account using the following rules. If a contact belongs to an ACT! Company, the account information for that contact will be taken from the ACT! Company data. The UniqueID for the company will be placed in the Salesforce.com Site field. If a contact does not belong to an ACT! Company and the Company name is present in the contact s record, then this company name will be used to create a Salesforce.com account. If a contact does not belong to an ACT! Company and does not have a company name in the record, the contact will be assigned to a Salesforce.com Account called ACT! Blank Company Reassign Blank Contacts If the Contact name is blank and there is a Company name, then the contact will be named Contact at companyname. Account Addresses ACT! Companies can have three address fields. Salesforce.com only has two. When ACT! company data is used to populate the Salesforce.com Account addresses the following rules are used: If the ACT! Company Billing Address field is blank, the Address is moved to the Salesforce.com Billing Address. If both the ACT! Company and billing addresses contain data, the ACT! Company address is put into a field which will need to be created labeled, ACT_Company_Address. 19

22 Groups There are no groups in Salesforce.com. However, they can be simulated using Salesforce views. Exporter provides a field labeled Group Membership which contains a list of all the groups the contact belongs to. To use this in Salesforce, do the following: 1. On the Contacts home page, click the Create a New View option. 2. Give the view a name e.g., the name of your ACT! Group 3. Specify the filter for the group a. In the Field dropdown, select the Group Membership field. b. In the Operator field, select contains c. In the Value field, enter the name of the group. Secondary contacts (ACT! only) Salesforce does not have a similar function to ACT! s secondary contacts. If you want to include secondary contacts, you will need to load them separately. Secondary contacts will be linked to their primary contact in Salesforce. You will see the primary ContactID in the Reports To: field of Salesforce. 20