PeopleSoft Enterprise Sales 9.1 PeopleBook

Importing Sales Leads

This chapter provides an overview of data import for leads and discusses how to import sales lead data.

Understanding Data Import for Leads

You can import lead data into your system from an external comma-separated values (CSV) file. However, before you can import the data, you must create a database template to receive the data. You must also create an import map to identify the items from the spreadsheet that populate the various fields in the database template. A default template and map exist in the delivered database. You can use these as a model for creating other templates or maps.

You can upload a CSV spreadsheet (such as a Microsoft Excel spreadsheet), map the columns on the spreadsheet to fields in your database, and run an automated process to import the data from the spreadsheet into PeopleSoft Enterprise Sales. You can import data from any comma-delimited spreadsheet, including telemarketing spreadsheets, spreadsheets from trade shows, or your own personal spreadsheets. When you import leads, the system stores the data in the Leads table and the Customer Data Model tables.

See Understanding the Data Import Application Engine Process (RBIMPORT).

PeopleSoft Enterprise Sales is shipped with a predefined lead-import template and map for importing lead data. When you upload a spreadsheet and select the import template and import map, the system displays a list of the column headings and the closest matching database field name. The system also provides other field names from which to choose for each column. If the system's automatic mapping produces the correct results, then select the columns to use and run the import process.

If the results of the automatic mapping are not correct, use the fields to select a different field name and column mapping. Then, name and save the map to make it available from the specified template in the future.

You can create and save as many maps as you want. You can also create new templates. When you create a template, the system automatically creates a default import map for you.

Note. To create import templates, you must have the proper security permissions in your sales access profile.

CDH Impact on Lead Import

The Lead Import process imports leads from a flat file into the Sales application. Each row in the flat file that corresponds to a lead can include data for a customer or a contact which already exists in the system. The Lead Import process uses batch duplicate prevention logic provided by the Customer Data Hub (CDH) to ensure that a new customer or contact record is not created for an imported lead unless it is determined that the customer or contact does not already exist in the customer data model (CDM).

With CDH integration, the Lead Import functionality is enhanced so that one of the two duplicate matching methods for customers and contacts can be used.

If the CDH integration is activated, then specialized match rules in CDH are utilized to prevent duplicates from being introduced to the CDM. The existing matching method for lead import, which uses template-based matching setups, is also available as an option.

If the CDH matching option is used, match rules are executed for each lead import row to determine if a customer or contact on a lead already exists.

For example, if a record with a match score greater than the match threshold of a rule is returned, then it is assumed that the record is a duplicate. In this case no new business object for the customer or contact is created, and the new lead created is associated with the existing duplicate business object. However, if the match score is smaller than the match threshold, indicating that no duplicate records are found, then the system checks to see if the Allow Prospects option (in the Sales options section) is selected on the General Options page. If this option is selected, a business card entry is created for the new customer or contact; if not, a new customer or contact business object is created.

While you can specify the default duplicate matching method on the Sales Lead Import Template page, you can also override the selected method (if so configured) on the Import Sales Lead page during the actual launch of the import process.

See Understanding Customer Data Hub Integration.

Importing Sales Lead Data

This section discusses how to:

Import lead data from an external file.
View a template definition.
View lead import results.
View lead import errors.
Search for imported data.

Pages Used to Import Sales Lead Data

Page Name	Definition Name	Navigation	Usage
Import Sales Leads	RB_IMP_RUN	Sales, Import Leads, Import Sales Leads	Select the template, map, and spreadsheet for importing lead data and run the import process.
Lead Import Template	RB_IMP_TEMPL_DISPL	Click the View Template Definition link on the Import Sales Leads page.	View a display-only version of the specified template's definition.
Sales Leads Import Results	RSF_LE_IMP_RESULTS	Click the View Results button on the Import Sales Leads page.	View results of the lead data import process.
Import Error Information	RSF_LE_VIV_ERR	Click the View Errors button on the Sales Lead Import Results page.	View results of the lead data import process.
Batch Info (batch information), All Imported Leads	RB_IMP_SEARCH	Sales, Search Imported Leads, Batch Info Sales, Search Imported Leads, All Imported Leads	Search for imported lead data.

Importing Lead Data from an External File

Access the Import Sales Leads page (Sales, Import Leads, Import Sales Leads).

Step 1: Choose a Template and Map

Template Name	Select the import template to use. Import templates identify the components that provide the database fields.
View Template Definition	Select to access a display-only version of the Import Template page for a specified template.
Import Map	Select the import map to use. The import map identifies which spreadsheet columns populate the various fields in your database, and it identifies which columns to import.
Edit Template Spreadsheet	Select to launch a new window with the Microsoft Excel spreadsheet template with column headings only. You can enter data (including placeholder data for required fields) or paste data from another spreadsheet. Note. If you make changes, be sure to save the spreadsheet before closing the window.
Duplicate Match Method	Select which method, Template or Customer Data Hub, to use to check for duplicates of companies and contacts in importing leads prior to the execution of the Lead Import process. Note. This section is available if both the CDH integration is activated and the Allow Override option is selected on the Sales Lead Import Templates page.

Step 2: Attach the Spreadsheet

Add	Click to access the search page, where you can enter or browse for the path to the comma-delimited file of lead data to import.
Upload	Click to upload the file after identifying the path to the file. The system loads the spreadsheet and attempts to map the spreadsheet columns to the database fields identified on the selected template and map. The system accesses the Import Sales Leads page and displays the name of the uploaded file and mapping results.
Delete	Click to delete the uploaded file. The Add button appears. Click Add to browse for a different file to upload.
View	Click to open a new window where you can view the uploaded spreadsheet to confirm that it is the correct spreadsheet to use.

Step 3: Match spreadsheet columns with database fields

If the columns and fields are acceptable as mapped, run the import process by selecting options in the Step 4: Run the Import group box.

If the automatic mapping is not acceptable, use the fields labeled Parent Name and Database field name to select the correct field for each column. Then enter a map name in the Save Map As field, and click Save Map. The map appears in the map drop-down list for that template.

Note. The Dedup check boxes indicate data that the system uses to check for duplicates. You specify the data for determining duplicates when you create the template definition. If you have the necessary permissions, you can edit the Dedup check boxes used for determining duplicates.

See Setting Up Templates for Importing Leads.

See Understanding Customer Data Hub Integration.

Step 4: Run the Import

Specify how the import runs—in real time or in a batch process at a later time.

Run Import	Click to submit the run request to the system.
View Results	Click to view import results after the process has run.
Process Monitor	Click to access the Process List page, where you can confirm that the request was received and determine its status.
Execute AAF during Lead Import	Select to launch the Active Analytics Framework policies when an imported lead contains the necessary conditions to trigger execution.

Viewing a Template Definition

Access the Lead Import Template page (click the View Template Definition link on the Import Sales Leads page).

This page is a display-only version of the Import Template page, so that you can view the template definition. To create or edit an import template, you must access the editable version of this page if your PeopleSoft Enterprise Sales access profile permits.

See Setting Up Templates for Importing Leads.

Viewing Lead Import Results

Access the Sales Leads Import Results page (click the View Results button on the Import Leads page).

View the details of each lead that was imported. Edit imported data as necessary.

When the data is correct, click Submit All to submit all lead data without further adjustment.

If a lead is a prospect, you can leave it as a prospect or push it to the CDM.

Note. For customers, the Customer field is displayed as a link; for prospects, it is displayed as an editable field.

If an imported lead has a sales representative's person ID in an ID column, the system assigns the lead to that representative. If the imported lead has no person ID and the Auto Assign check box is selected, the system assigns a sales representative by using a territory tree. If the imported lead has no person ID and the Auto Assign check box is not selected, the lead is not assigned. You can search for unassigned leads on the Search Leads page.

If the imported lead does not have a rating, it is subject to auto rating.

See Setting Up Assignment Weights, Setting Up Lead Ratings.

Import Zone

If errors occurred during the import process, the Import Zone group box appears.

View Errors	Click to access the Import Errors page, where you can determine the errors that occurred.
Create Lead	Click to import leads one by one. Each time that you click this button, the system submits only the lead that appears in the Leads group box.

Viewing Lead Import Errors

Access the Import Error Information page (click the View Errors button on the Sales Lead Import Results page).

Determine the nature of each import error so that you can decide how to fix it.

Searching for Imported Data

Access the Batch Info page (Sales, Search Imported Leads, Batch Info).

Use the Batch Info page to search for and view a list of imported lead data by run parameters.

Use the All Imported Leads page (Sales, Search Imported Leads, All Imported Leads) to search for and view a list of imported leads data by lead parameters.