Data Import Guide Using Salesforce Data Loader

This article will cover a standard approach to importing project data to Inspire Planner.  There are data templates available for download at the bottom of this article which will help you format your data correctly and easily map it during the import process.


There are 3 data tables (objects) that make up a standard project:
 

• Project - includes the attributes of a project.  For example, the Project Name, Description, etc.
• Project Task - includes all parent and child tasks related to the project.  This data will include Task Name, Status, Start date, Finish date, etc.  
• Task (Salesforce) - includes the task assignment.  When a Project Task is assigned to a User/Contact via the Assigned To column, a Salesforce Task is created to represent the task assignment.  You will need to know the Salesforce IDs of related Users and Contacts to import this data.

In this article, we will use the Salesforce Data Loader to import your data.  If you do not already have the tool, you can download here: https://help.salesforce.com/articleView?id=loader_install_general.htm&type=5

Please Note:

It is recommended that you temporarily disable riggers within Inspire Planner prior to migrating data. To disable triggers, please see Disable Triggers for Data Migration.

Step 1 - Prepare Your Data

This section will walk you through preparing your data for import.

1. First you will need to download the 3 template files that are available at the bottom of this article.  Each template contains all relevant fields for each object.  You will also see an example record in each template.  This will serve as a guide on how the data needs to be formatted for each column.
    
2. Format your Project data as per the Project Data Template provided.  Once your data file is complete, you will need to save your file in .csv format in order to import it.
    
   • It is important to include a unique identifier for your projects.  This is captured under the External_ID__c column and will be used to link related Project Tasks to the Project.  This ID will also be used in the Project Task Data Template.
      
   • Set Time Zone (inspire1__Timezone__c) to NULL.
      
3. Format your Project Task data as per the Project Task Data Template provided.  Once your data file is complete, you will need to save your file in .csv format in order to import it.
    
   • It is important to include a unique identifier for your project tasks.  This is captured under the External_ID__c column and will be used to link related Tasks (Salesforce) to Project Tasks.  This ID will also be used in the Task (Salesforce) Data Template.
      
   • The project External ID should be used in the Project__c column.  This is used to link Project Tasks to the related Project.
      
4. Format your Task (Salesforce) data as per the Task (Salesforce) Data Template.  Once your data file is complete, you will need to save your file in .csv format in order to import it.
    
   • The project task External ID should be used in the Inspire_Task__c column.  This is used to link Tasks (Salesforce) to the related Project Task.

Step 2 - Import Your Data

This section will walk you through how to import your data using Salesforce Data Loader. If you do not already have the tool, you can download here:

https://help.salesforce.com/articleView?id=000239784&type=1

Importing Project Data

The first step is to import your Project data.

1. Open Data Loader and click 'Insert'
   
   
    
2. Select 'Select Salesforce object:', select Project (inspire1__Project__c).  And then click Browse and select your Project data file.  Click 'Next' and then okay to record summary dialogue.
   
   
    
3. From the Mapping page, click 'Create or Edit a Map'
    
4. From the Mapping Dialogue, click the 'Auto-Match Fields to Columns' button and then 'OK'.
   
   
    
5. Click 'Next' and then 'Finish' button start your Project import.
    
6. When the import is complete, a failures file will be created for all data import errors.  Review and fix your data issues and repeat the process.

Importing Project Task Data

Once your Project data has been successfully imported, then it is time to import your Project Task data.  Since we need to use the External Project ID to match Project Tasks to Projects, we must use the 'Upsert' function instead of 'Insert'.
 

1. Start by clicking the 'Upsert' button
   
   
    
2. Select Project Task (inspire1__Project_Tasks__c) object from the list.  Then click the 'Browse' button to select your Project Task data file file.  Then click 'Next' and then 'OK'.
   
   
    
3. Under 'Select the field for matching...', select inspire1__External_ID__c, then 'Next'.
    
4. Under related objects mapping, select inspire1__External_ID__c for both fields
   
   
    
5. Click 'Create or Edit a Map', then 'Auto-Match Fields to Columns'
    
6. After all fields have been mapped, then you need to overwrite the inspire1__Project__c mapping.  Replace with inspire1_Project__r:inspire1__External_ID__c.
   
   
    
7.  Click 'OK' and then 'Next'.  Click 'Finish' to start the import process.
    
8. When the import is complete, a failures file will be created for all data import errors.  Review and fix your data issues and repeat the process.
    
9. Format Projects.  You may need to format your Project Tasks within Inspire Planner.  For example, you may need to group your tasks into their parent/child hierarchy.

Importing Tasks (Salesforce) - Optional

If you would like to import Project Task assignment detail (Assigned To column), then you will need to import Salesforce Tasks.  These records will assign Project Tasks to Users in Salesforce.  Since we need to use the External Project Task ID to match Salesforce Tasks to Project Tasks, we must use the 'Upsert' function instead of 'Insert'.
 

1. Start by clicking the 'Upsert' button
   
   
    
2. Select Task (Task) object from the list.  Then click the 'Browse' button to select your Project Task data file file.  Then click 'Next', 'OK' and then 'Next'.
   
   
    
3. Under Step 2b: Choose your related objects, select inspire1__External_ID__c from the picklist and click 'Next'.
   
   
    
4. Click 'Create or Edit a Map', then 'Auto-Match Fields to Columns'
    
5. After all fields have been mapped, then you need to overwrite the inspire1__Inspire_Task__c mapping.  Replace with inspire1_Inspire_Task__r:inspire1__External_ID__c.
   
   
    
6. Click 'OK' and then 'Next'.  Click 'Finish' to start the import process.
   
   
7. When the import is complete, a failures file will be created for all data import errors.  Review and fix your data issues and repeat the process.