Preparing Your Data for the Record Data Import Tool

Preparing Your Data for the Record Data Import Tool

The Record Data Import Tool takes a Comma Separated Value (CSV) spreadsheet and maps the columns of data to fields in AdvisorEngine CRM. You may use your own spreadsheet, or you may use an AE provided sample sheet that you then populate with your own data. Whichever route you choose, read the directions carefully to avoid data corruption.

Caution! Record import in AE CRM is limited to 1,000 Records at a time. If you have more than 1,000 Records to import you will need to perform multiple imports.

Using the AE Sample Spreadsheet

AE Sample RDI Spreadsheet

AE provides a sample spreadsheet (above) that may be filled with your own data and then imported into the RDI Tool. The spreadsheet itself contains all the directions and documentation you need to use it effectively. You’ll find helpful notes, visual cues, and data validation tweaks to assist in entering data correctly and in accord with best practices.

When you finish entering your data, see Saving Your Spreadsheet to CSV below.

Using Your Own Spreadsheet

To use your own spreadsheet of data with the RDI Tool, please follow these formatting requirements:

  • Row 1 must contain headers for the data underneath. Each following row should contain one unique Record.
  • The headers in Row 1 must all be unique. Duplicating a header name will cause errors. The names themselves can be whatever you like.
  • When using the RDI Tool to map your data, each column may only be mapped to one field in AE CRM. For example, you can’t map one column to Record Address, Person 1 Address, and Person 2 Address at the same time. Each field will need its own column, even if the data is the same.
  • Each Record in AE CRM has a limited number of required fields. Most of these can be globally set for all imported records in the RDI Tool. However, you must have a column that will become the Record Name. Ensure that each row in your spreadsheet has a unique Record Name.
  • Columns for Advisor 1, Advisor 2, or CSR data must match someone in your AE CRM Users exactly or the import will fail. Names must be formatted as LastName, FirstName. Spelling, capitalization, and punctuation must match exactly how the names are entered for your AE CRM Users or the final import will fail.
Tip: Take the time to look over a Record in AE CRM or even create a Record manually before starting so you have an understanding of how the CRM organizes data in its fields. This will help you structure your spreadsheet accordingly.

Saving Your Spreadsheet to CSV

Whichever route you take above, you must save the import data as a CSV file for use in the RDI Tool.

To accomplish this in Microsoft Excel:

  1. If you are working in a spreadsheet with multiple tabs, make sure you are working in the tab with the data to be imported.
  2. Navigate to File > Save As....
  3. Change the File Type drop-down from Excel Workbook to CSV UTF-8 and click Save.

Again, if your spreadsheet has multiple tabs, you will receive a warning that only the current active sheet will be saved. Click Ok to confirm and continue.

Next Steps: You are now ready to Use the Record Data Import Tool.

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