Import Overview

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 Smart Import

You can access Smart Import from the Import tab in the Wave Sidebar.

When you open the Import tab, you’ll see the main Smart Import dashboard with these sections:

Available Import Operations

Smart Import supports three key operations that define how your Excel data interacts with Salesforce:

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

Import Process Overview

The import process includes four main stages: Import → Match → Deduplication Evaluation → Summary → (Optional Preview)

Step 1: Import Screen

1. Go to the Import tab in the Left Panel or open Smart Import from the Home screen.

2. Upload your Excel file by dragging and dropping or browsing from your computer.

   • Once the file is uploaded, click Continue.

   • The uploaded file appears in the Imported Files section.

   • To remove a file, click the Delete icon.

3. Select Object — Choose the Salesforce Object (Standard or Custom) you want to import records into.

4. Choose Operation — Choose one or more operations (Insert, Update, Upsert).

   Refer to the table above for operation details before making your selection.

5. Review Recent Imports or Recent Mappings if you want to reuse a previous import configuration.

6. Click Next to continue to the Match screen.

Step 2: Match Screen (Field Mapping)

The Match screen displays how your Excel columns map to Salesforce Object fields.

1. Review the Mapped Fields automatically identified by Wave.

2. To unmap a field, click the Unmap icon.

3. For unmapped fields, click Map this field and manually select the Salesforce Object field.

4. For lookup fields, select the Lookup Via checkbox to map a related field using another Object’s value.

Example: If your Excel sheet includes a column Account Name and you’re importing into the Opportunity object, Wave will automatically map Account Name in Excel to Account Name in Opportunity.

1. Once mapping is complete, click Next to open the Deduplication Evaluation screen.

Step 3: Deduplication Evaluation

The Deduplication Evaluation screen identifies duplicate records in Salesforce through field comparison. This helps ensure your import doesn’t create duplicate records or unwanted overwrites.

1. Click Add Conditions to set your deduplication rules.

   • A new row appears showing:

     • Where — Logical condition AND

     • Mapped Field — Dropdown of Salesforce fields available for comparison

     • Matching Method — Currently supports Exact matching

2. Add multiple conditions if needed to define how duplicates should be detected.

3. Click the Apply Action button to decide how Smart Import handles duplicates.

   • From the dropdown, choose one of the following:

     • Ignore duplicate found

     • Overwrite when exactly one match found

     • Overwrite by oldest

     • Overwrite by newest

4. Click Submit to apply your deduplication preferences.

5. Click Next to proceed to the Summary screen.

Tip: Use deduplication conditions carefully — overly strict matching can cause valid records to be skipped, while broad matching may overwrite the wrong records.

Step 4: Summary Screen (Settings Overview)

The Summary screen provides a final review of your import configuration before you proceed.

This is where you’ll find your Settings section, previously available on the old Settings screen.

The Summary screen includes:

• Mapping Name

• Number of Records

• Mapped Fields Summary

• Selected Object

• Operation Type

• Batch Size

You can also set preferences such as:

• ✅ After successful import, Save as Wave Grid — Creates a Custom Grid of imported records in Wave.

Actions available:

• Click Previous to go back and adjust settings if necessary.

• Click Import to begin importing immediately.

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

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 named Lead Insert. You can access it from the Grids of Object drop-down.

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.

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.

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.