Import Overview

An intelligent way of importing records from Excel

Import

The Smart Import feature lets you bring data from Excel into Salesforce quickly, accurately, and with full control. It supports automatic field mapping, live preview, and multiple operation modes — making data import effortless and reliable.

Smart Import helps you upload, validate, and save records in Salesforce in just a few clicks. ✨

Key Highlights

• Simplified import process with guided steps

• Automatic and manual field mapping

• Deduplication evaluation to manage duplicate records

• Summary view before final import

• Editable data preview

• Insights dashboard for tracking import statistics

Note: Smart Import does not support Read-only fields, Related fields, Record type, Attachments, or Formula fields.

Accessing the Smart Import

There are four ways to initiate an import. Note that your starting point determines if the Salesforce Object is pre-selected for you.

Object Grid	Drag and drop an Excel file directly onto the grid.	Automatic (Uses current grid)
More Options	Click More Options > Import Data.	Automatic (Uses current grid)
Import Button	Select the Import tab (Left Panel).	Manual (Must select Object)
Home Screen	Click Add New > Import.	Manual (Must select Object)

1. Via the Object Grid: Drag and drop an Excel file directly onto the Object Grid to trigger the Smart Import.

   

   Drag and drop file to import data

2. Via More Options: Click the More Options button and select Import Data. Upload the file using drag and drop or by clicking Select File, then click Continue.

   

   Import data using More Options
3. From the Import Button: Go to the Import tab in the left panel, upload the file using drag and drop or by clicking Select File, then click Continue. (For Wave Extension Only)

   

   Import data using Import button
4. Home Screen: Click Add New, select Import, upload the file using drag and drop or by clicking Select File, then click Continue. (For Wave Extension only)

   

   Import data from Home screen.

The Smart Import Dashboard

When accessing via the Import Tab (Wave Extension), you will see the following dashboard features:

Smart Import Dashboard

Section	Description
File Upload	Drag and drop or browse to upload the Excel file for import.
Recent Imports	View previously completed imports and repeat an operation by clicking Import Again.
Recent Mapping	Access your saved mapping configurations. You can reuse one by clicking Use Mapping.
Insights	Displays key statistics like the total number of records imported, average records per file, and most frequently used Object.
Video Preview	A short video shows how Smart Import works in action. 🎥

---

Configuring Your Import

The Full Process Flow: Upload Files → Object & Operations → Field Mapping → Deduplication → Summary → Preview (Optional)

Step 1: Object and Fields (Upload & Configuration)

After uploading your file and clicking Continue, follow these steps:

1

Manage Files

The file appears in the Imported Files section. To remove it, click the Delete (trash can) icon.

2

Select Object & Operation

• If you started from the Grid/More Options: The Object is locked to the grid you were viewing.

• If you started from Home/Import Tab: Use the dropdown to choose the Salesforce Object (Standard or Custom) for your data.

3

Choose Operation

Select one or more operations based on your goal:

Insert	Adds new records to Salesforce.	No ID required.
Update	Modifies existing records using Salesforce Record IDs.	Requires Salesforce Record IDs.
Upsert	Updates existing records or inserts new ones using an External ID.	Requires an External ID.

You can select one or more of these operations during the import process.

4

Reuse Configuration (Optional)

Review Recent Imports or Recent Mappings if you want to apply a previously used setup to this session.

Once your Object and Operations are set, click Next to proceed to the Field Mapping Section.

Object Mapping

Step 2: Field Mapping

In this stage, you link your Grid's Object columns to the corresponding fields in Salesforce.

• Auto-Mapping: Click Preview to review the fields Wave has automatically identified.

• Manual Mapping: * To remove a match, click the Unmap icon.

  • For unmapped columns, click Map this field and manually select the correct Salesforce field.

• Lookup Fields: Select the Lookup Via checkbox to map a record using a value from a related object.

  Example: If you are importing an Opportunity but your Excel sheet contains an Account Name, checking "Lookup Via" allows Wave to find the correct Account ID based on that name.

Click Next once your mapping is complete.

Match Screen

Step 3: Dedupe

The Dedupe screen ensures data integrity by identifying existing records in Salesforce to prevent duplicates.

1

Set the Conflict Action

Click Apply Action to decide what happens when a duplicate is found:

• Ignore duplicate found: Skip the record and do not import.

• Overwrite when exactly one match found: Update the record only if a single match exists.

• Overwrite by oldest/newest: If multiple matches exist, update the one with the earliest or latest creation date.

2

Define Matching Conditions

Click Add Conditions to tell Wave how to identify a duplicate:

• Where: Uses the logical AND condition.

• Mapped Field: Choose the Salesforce field to compare (e.g., Email or Phone).

• Matching Method: Currently defaults to Exact matching.

Pro-Tip: Be careful with conditions. If they are too strict, you might miss duplicates; if they are too broad, you might overwrite the wrong data.

Click Submit, then Next to proceed to the Summary.

Dedupe Screen

Step 4: Summary Screen

Before finishing, the Summary screen provides a final review of records and operations. The Summary screen includes:

• Selected Object

• Operation Type

• Number of Records

• Mapped Fields

• Batch Size

• Mapping Name

You can also set preferences such as:

• ✅ Save Mapping — Save the mapping under recent mapping section.

• ✅ Save as Wave Grid — Creates a Custom Grid of imported records in Wave.

Actions available:

• Click Back to go to previous step and adjust settings if necessary.

• Click Import to begin importing immediately.

• Click Preview & Import to review your data first (recommended).

Summary Screen

Step 5: Preview & Import

If you selected Preview & Import, you’ll see a preview of your data before final confirmation.

1. Review your data in the preview window.

2. Edit fields directly if needed.

   • For dropdown fields (e.g., Industry Type, Account Type), use the in-cell dropdown to modify values.

3. Once satisfied, click Import.

If errors appear (e.g., missing External IDs), Smart Import highlights them on-screen with guidance to correct the issue.

1. The imported records will be saved as a Custom Grid. You can access it from the Grids of Object drop-down.

Preview and Import

Note: Wave Free Users can import up to 20,000 records per month. Once the limit is reached, Smart Import won’t be allowed until the next monthly cycle resets.

---

Detailed Operation Types

Insert

Use the Insert operation to add new records to Salesforce.

Steps:

1. Upload your Excel file using Smart Import.

2. Select the Salesforce Object and choose Insert.

3. Review field mappings and click Import.

Update

Use the Update operation to modify existing records in Salesforce.

Steps:

1. Export the data from Salesforce using the Data Export feature.

2. Edit the required fields in your Excel file.

3. Upload the file in Smart Import and select Update.

Note: You must include the Salesforce Record ID column to perform an update. Using Excel without Record IDs will result in an error. Because finding and entering Record IDs manually is time-consuming, using a standalone Excel file for the Update operation is not recommended.

Upsert

Use the Upsert operation to add new records or update existing ones using External IDs.

Steps:

1. Upload your Excel file.

2. Select Upsert as the operation type.

3. Map fields using the External ID field in Salesforce.

Finding or Creating an External ID

1. In Salesforce, go to Setup → Object Manager → [Your Object] → Fields & Relationships.

2. Locate a field already marked as an External ID in the Data Type column.

Salesforce External ID

1. To create a new External ID:

• Click on the field name.

• Click Edit, and check the External ID box under General Options.

Salesforce supports Text, Email, and Number field types for External IDs.

Designate a Field as External ID in Salesforce

---

Example: Importing New Contacts

Let’s look at an example of importing new contacts into Salesforce.

1. Go to the Import tab in the Left Panel.

2. Upload your Excel file (e.g., Contacts.xlsx).

3. Select the Object: New Contact and the Operation: Insert.

4. On the Match screen:

   • Verify mappings and manually map any unmapped fields.

   • Use Lookup Via for lookup relationships (e.g., Account Name → Website).

5. On the Settings screen:

   • Review details.

   • Select After successful import, Save as Wave Grid.

6. Click Preview & Import, review your data, and click Import.

Once imported, your new Contact records will appear in Salesforce. Because you selected Save as Wave Grid, the imported data will also be available as a Custom Grid named New Contact Insert, accessible from the Grids of Object dropdown.

---

Error Handling

If errors occur during import (such as unmapped fields or missing External IDs):

• Review the error message displayed.

• Correct the issue in Excel or field mapping.

• Re-import once resolved.

---

The updated Smart Import process gives you complete control over how data is imported into Salesforce — from file upload to duplicate management and final review. With steps for Import → Match → Deduplication Evaluation → Summary → Preview, you can confidently insert, update, or upsert records with accuracy and ease.