It’s a common occurrence that businesses often need to update the data in their CRM from information that they have received via a spreadsheet, but… the big question is what’s the easiest way to update the records?
In Sugar you have the option to perform a Mass Update via List View of the module, however, this is not always a viable option as the information due to be updated may not be the same for all records. Because of this, we suggest that updating via import is the most practical solution.
Follow the simple steps below to learn how to update via import in Sugar.
Step 1: Export Current Data
Establish which records from which module need to be updated. Once established, the record data will need to be exported. This can be done either via a ‘rows-and-columns’ Report or via modules ListView.
In our example, we are going to update Account records with an Industry value where there is currently no Industry value.
List View Export
Create a filter in Accounts ListView to show all Accounts where the Industry is empty.
Create a ‘rows-and-columns’ report based on Accounts and define the filter as Accounts > Industry ‘Is Empty’, in the display columns select the Account Name, Account ID and the Industry field. The Account ID is needed so that Sugar can establish which records should be updated during your import later on. Always ensure you include all fields that are required during import (this information can be found in Studio > select the module > Fields > select a field > check if the ‘Allow Imports’ dropdown is set to ‘Required’).
By default, the Account ‘Name’ is required in Sugar and should therefore be included in your import file. The Account ID will be needed as the ID is the unique identifier that allows Sugar to know which record should be updated and finally the field(s) that are being updated will need to be included, in this case, ‘Industry’. Any other field(s) that are not meant to be updated and are not required for importing can be excluded from the import file.
To clarify: For importing the file should be reduced to include only fields that are set to required for the module, the record ID and the field(s) that are being updated.
Step 3: Complete Import File
Update the file to show information that should be updated in Sugar via import and remember to save as a .CSV formatted file.
As in our example, we are updating Account records. Click on the dropdown arrow next to Accounts and select ‘Import Accounts’
After the import Sugar will let you know how many records were created/updated and if any errors occured etc. For our example, we have 7 records updated successfully.
If you would like further information on how to update via import into Sugar, please contact us using the below link.