How User and Team Records Are Imported

You can import user or team records so that you can preserve record ownership when importing data.

The records in the Users.csv file are used to:

• Resolve users
• Create users

Resolving users

Microsoft Dynamics CRM checks the following to resolve the ownership of imported records:

• If the source data contains a source file for users and if the data map has the metadata for owner resolution:
  • The ownership is resolved based on the metadata information specified in the data map. For more information about the metadata, see User-related Elements in Data Map Schema Reference.
  • If the required information for a user is present in the source file containing the user data, but the user cannot be resolved, the user is created in a deactivated state and is used to resolve owners in other source files.
  • For the records whose ownership could not be resolved using the other two ways, the user selected in the Import Data Wizard becomes the owner for the imported records.
• If the source data contains a source file for users but metadata information is not available in the data map:
  • Ownership resolution is based on the following fields:
    • Primary Email
    • E-mail2
    • Mobile Alert E-mail
    • Full Name (derived from the First Name, Middle Name, and the Last Name by using the Full Name rules defined in Microsoft Dynamics CRM Settings.

    Note

    The column in the Users.csv file that contains the Owner IDs of the users must be mapped to the primary key (User) of the User record type.

  • If the required information for a user is present in the source file containing the user data, but the user cannot be resolved, the user is created in deactivated state and is used to resolve owners in other source files.

  1. For the records whose ownership could not be resolved the other two ways, the user selected in the Import Data Wizard becomes the owner for the imported records.
• If the source data does not contain a source file for users:
  • The ownership is resolved with existing Microsoft Dynamics CRM users, using the lookup map nodes specified by the user in the Import Data Wizard.
  • For the records whose ownership could not be resolved using the other way, the user selected in the Import Data Wizard becomes the owner for the imported records.

    Note

    Whenever a duplicate user is found during owner resolution, ownership is set to the user selected in the Import Data Wizard.

Creating users

To create users, map these fields to columns in your source file:

• First Name
• Last Name
• Primary Email

Microsoft Dynamics CRM creates a record if these fields are empty. Even so, we recommend that you provide information at least all three of these fields for each record.

Creating Teams

Microsoft Dynamics CRM uses the records in the Teams.csv file to create teams.

If any record refers to a team record as the owner, the Import Data Wizard creates a record for every team that is in the Teams.csv file.

When unable to resolve owner of a record, that record is assigned to the user or team selected as the default owner in the Import Data Wizard.

Notes

• A user or team created during import is assigned to the Salesperson role, by default. If you delete the Salesperson role, the Import Data Wizard cannot create users or teams during an import.
• When importing records, you must have Create and Read privileges on all the record types that are being imported. You must have a Read privilege on the User record type if you want to resolve the owners of the imported records against existing users.
• A user created during an import may not have custom record type privileges, as that user has been assigned the salesperson role. This may result in records with custom record types being assigned for ownership to the user selected in Select Owner for the Imported Records on the Review Settings and Import Data page.
• At least one unused license must be available to create any new users during an import. If at least one free license is not available, the new users will not be created.
• If an user owns an imported record, and the security role A defined set of privileges. The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. assigned to that user does not permit creating that type of record, ownership first goes to the default user selected in the Import Data Wizard. If the security role assigned to the default user does not permit owning that type of record, then ownership goes to the the user running the Import Data Wizard.