SAP Knowledge Base Article - Public

3601582 - Frequently Asked Questions (FAQ) on Data Import and Export Tool

Symptom

Below are a few commonly asked questions and their answers regarding Data Import and Export tool for SAP Sales and Service Cloud V2.

Environment

SAP Sales Cloud and SAP Service Cloud Version 2

Resolution

1. How to import new data via Data Import and Export tool?

Check the resolution of this document: https://me.sap.com/notes/3537217

2. How to update data via Data Import and Export tool?

Check the resolution of this document: https://me.sap.com/notes/3578080

3. How to remove or update ID Mapping via Data Import tool?

Check the resolution of this document: https://me.sap.com/notes/3589473

4. How to add a sub-entity to an existing record of the system?

For some entities t's necessary to create the root entity first and then use the Update method to add sub-entity.

As example, check the following document on how to add a parent unit to an existing organizational unit: https://me.sap.com/notes/3501300

5. How to remove a sub entity record using the data import & export tool?

Check the resolution of this document: https://me.sap.com/notes/3543971

6. Is it possible to upload a file with a language different from the one the user is logged in?

No. The login language while importing data and the template language used while creating data using import should be the same.

7. Is it possible to rename the file names for import or update?

It's allowed to rename the .ZIP file, but the files inside the zip folder should have the original name or the import will fail with error: '{File_name} is missing from the file. Please reupload the file with sufficient data.'

8. Is it possible to remove columns from an import file?

No. The columns should not be removed. If the column will not be used for the import just do not fill any value for the field.

9. How to fill the code fields for importing or updating a file?

  1. Navigate to your user profile and select Settings -> All Settings -> Import and Export Data.
  2. Click on Download Template button.
  3. Select the entity.
  4. Select the File Type between Comma Separated Values (.csv) and Excel Workbook (.xlsx).
  5. Turn on the Complete Entity option.
  6. Press Download Template.
  7. Open the ZIP file.
  8. Notice there will be files starting with Code_. This files are meant to help the users to fill out the code fields. For the extension code fields the file name will start as Code_Extensions_FieldName. For the Standard fields it will start as Code_FieldName.
  9. Open the Code File
  10. There will be a column for Code and other for Description.
  11. Copy the code value and use it in the import file for the code field.
  12. Note: If the value is 01 for the code make sure you paste the value as text, so the 0 is not erased.

10. After triggering the export is the file downloaded automatically?

No. It's necessary to click on the task name, then the download will occur.

11. What are the allowed values for Boolean fields?

The allowed values are: true, True, TRUE, false, False, FALSE

12. How to work with date and time fields ?

Please make sure the cell in the file is set as text format in order for the correct format to be inserted.

  • For dates use format yyyy-mm-dd. For example, 2015-11-25.
  • To import a timestamp field, use format yyyy-mm-ddThh:mm:ssZ. For example, 2021-12-31T23:59:59Z. Always enter the UTC time.

13. How to ZIP the files for import?

Select all of the csv/excel files (except codelist files) to include in the .zip file, right-click, and create a zipped folder. Never create a file inside the zip. 

14. How to add a field as filter to Data Export?

Check the resolution of this document: https://me.sap.com/notes/3512666

15. What's the purpose of the external key?

T5he external key field will link the root entity record to the sub-entity record.

16. What's the Retention Period for Tasks in Data Import and Export?

Tasks older than 30 days are automatically removed from the monitor screen, irrespective of task status. In cases where you want to retain information beyond one month we recommend you to maintain local copies of such information.

17. What's the meaning of the task status in Data Import and Export Monitor?

  • New indicates that a new task is triggered.
  • In Process indicates that the task is being processed.
  • Completed indicates that the task is processed without any errors.
  • Completed With Errors indicates that the task is completed but with errors. Error files are generated and the task moves to Completer With Errors. Errors generated, if any, are available for download. The error file specifies the error message along with the specific root causes for the error. Verify the file and import it again.
  • Failed indicates that the task failed because of technical errors. Technical errors could be due to incorrect file format or invalid data type for any of the fields in the import file. 

18. Is it possible to insert wanted value for the admin fields (created on, created by) via Data Import and Export?

Administrator data like created by, created on, updated by, and updated on for the data being imported will be based on the user performing the task and the time of import, so it cannot be set manually during the import.

Keywords

Data Import, Export, Impex , KBA , CEC-CRM-IMX , Data Import/Export for SAP Sales/Service Cloud , How To

Product

SAP Sales Cloud and SAP Service Cloud Version 2 1.0