# Import Overview

## ![](https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FjZu5paMUXMb7mWZ4ak44%2FImport%20Icon.png?alt=media\&token=cdfa8f23-ae68-4ce5-9084-196b908a1279) 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.

<table data-header-hidden><thead><tr><th width="146.7777099609375">Method</th><th width="327.1112060546875">Action</th><th>Object Selection</th></tr></thead><tbody><tr><td>Object Grid</td><td>Drag and drop an Excel file directly onto the grid.</td><td>Automatic (Uses current grid)</td></tr><tr><td>More Options</td><td>Click More Options > Import Data.</td><td>Automatic (Uses current grid)</td></tr><tr><td>Import Button</td><td>Select the Import tab (Left Panel).</td><td>Manual (Must select Object)</td></tr><tr><td>Home Screen</td><td>Click Add New > Import.</td><td>Manual (Must select Object)</td></tr></tbody></table>

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

   <figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2Fobm4eGHd9BpqkQXZThwf%2FDrag%20and%20Drop%20File%20into%20Grid.gif?alt=media&#x26;token=4a5aaa15-524b-4df1-9e36-3a23dcae1261" alt=""><figcaption><p>Drag and drop file to import data</p></figcaption></figure>

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**.<br>

   <figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FTBLquKTbt5Xg89mUUu4R%2FMore%20Options%20Import%20Data.gif?alt=media&#x26;token=58b3f3f7-cadd-4596-b800-22fa7815e163" alt=""><figcaption><p>Import data using More Options</p></figcaption></figure>

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)*<br>

   <figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FzDTK5Pkt401omTSOqHDe%2FImport%20button.gif?alt=media&#x26;token=1214d652-9b41-444d-bb2a-51a9368edd32" alt=""><figcaption><p>Import data using Import button</p></figcaption></figure>

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)*<br>

   <figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FOWgr92cRH3uyWAxzsKGu%2FImport%20button%20at%20home%20Screen.gif?alt=media&#x26;token=bd953e36-f153-4472-b10b-a97a5ff4228e" alt=""><figcaption><p>Import data from Home screen.</p></figcaption></figure>

### The Smart Import Dashboard

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

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FrgxPiQFF7Eh0bdLfJKnM%2FImport%20Dashboard.png?alt=media&#x26;token=c6db3176-c427-415a-8b61-536d28ecc90c" alt=""><figcaption><p>Smart Import Dashboard</p></figcaption></figure>

<table><thead><tr><th width="172">Section</th><th>Description</th></tr></thead><tbody><tr><td><strong>File Upload</strong></td><td><strong>Drag and drop</strong> or browse to upload the Excel file for import.</td></tr><tr><td><strong>Recent Imports</strong></td><td>View previously completed imports and repeat an operation by clicking <strong>Import Again</strong>.</td></tr><tr><td><strong>Recent Mapping</strong></td><td>Access your saved mapping configurations. You can reuse one by clicking <strong>Use Mapping</strong>.</td></tr><tr><td><strong>Insights</strong></td><td>Displays key statistics like the total number of records imported, average records per file, and most frequently used Object.</td></tr><tr><td><strong>Video Preview</strong></td><td>A short video shows how Smart Import works in action. 🎥</td></tr></tbody></table>

***

## Configuring Your Import

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

### **Step 1: Object and Fields (**&#x55;pload & Configuration)

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

{% stepper %}
{% step %}

#### Manage Files

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

{% step %}

#### 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.
  {% endstep %}

{% step %}

#### Choose Operation

Select one or more operations based on your goal:

<table data-header-hidden><thead><tr><th width="111.22222900390625">Operation</th><th>Description</th><th>Requirement</th></tr></thead><tbody><tr><td>Insert</td><td>Adds new records to Salesforce.</td><td>No ID required.</td></tr><tr><td>Update</td><td>Modifies existing records using Salesforce Record IDs.</td><td>Requires Salesforce Record IDs.</td></tr><tr><td>Upsert</td><td>Updates existing records or inserts new ones using an External ID.</td><td>Requires an External ID.</td></tr></tbody></table>

> You can select one or more of these operations during the import process.
> {% endstep %}

{% step %}

#### Reuse Configuration (Optional)

Review Recent Imports or Recent Mappings if you want to apply a previously used setup to this session.
{% endstep %}
{% endstepper %}

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

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FYTmSpFEfbkv74BmiV54c%2FImport%20Object%20And%20Fields.gif?alt=media&#x26;token=bd809426-940b-4fac-8733-a772a841db6e" alt=""><figcaption><p>Object Mapping</p></figcaption></figure>

### **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.

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FFh5lnvHUmqMC14MWfXw7%2FImport%20Fields%20Mapping.gif?alt=media&#x26;token=eaf9ca5f-8984-44ab-a89f-5fbb972638b3" alt=""><figcaption><p>Match Screen</p></figcaption></figure>

### **Step 3: Dedupe**&#x20;

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

{% stepper %}
{% step %}

#### 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.
  {% endstep %}

{% step %}

#### 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.
> {% endstep %}
> {% endstepper %}

Click Submit, then Next to proceed to the Summary.

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FcIEy10rq73vqz6kXxTkS%2FImport%20Dedupe.gif?alt=media&#x26;token=82af95e4-8af3-40cb-b902-11b7be885319" alt=""><figcaption><p>Dedupe Screen</p></figcaption></figure>

### **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).

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FyqSLg3iIYoB1ePzNbPzm%2FImport%20Summary.gif?alt=media&#x26;token=077cd559-16b2-4b21-8628-bbc260c547c3" alt=""><figcaption><p>Summary Screen</p></figcaption></figure>

### **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.

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

<figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2F8bSG9Xv5By0AJW2KzrLx%2FImport%20Data.gif?alt=media&#x26;token=ebbef735-69bd-440b-837d-567e8f732403" alt=""><figcaption><p>Preview and Import</p></figcaption></figure>

**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.

<div align="left"><figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2F1EqM8uCFufbXC0Zsv9l0%2FLP%203.png?alt=media&#x26;token=4eff4538-aeae-4a90-89a2-68c60be2b5c4" alt="" width="563"><figcaption><p>Salesforce External ID</p></figcaption></figure></div>

3. 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.

<div align="left"><figure><img src="https://2237973035-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F65f4C4H8V5e0YV342mwp%2Fuploads%2FPOVJnXxaxbXEccoI2MuD%2FLP%204.png?alt=media&#x26;token=ce754a71-2846-40d6-9096-7bf6f5d7ea55" alt="" width="563"><figcaption><p>Designate a Field as External ID in Salesforce </p></figcaption></figure></div>

***

### **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.