1. Scenario Overview

Front-end business users import and export record details via Excel files.

2. Import / Export Functional Description

2.1 Import

2.1.1 Select Import Object and Record Type

Path: [Front-end Object Page] → [List header button - More] → [Import]. Click to open the “Select Import Object” dialog.

Choose the business object you want to import and the Record Type. You may also import the object’s Sub-object data at the same time if needed. Click Confirm to open the Data Import page.

2.1.2 Choose Import Mode and Download Import Template

• Please select your import mode: the system supports Create Import and Update Import. Import-and-update in a single operation is not supported. Click Import Format Guide to view required field formats.

• Add your data: the downloaded import template matches the selected object and Record Type. After filling the template, upload the file and click Next (top-right) to map fields.

• Configure notifications: you can notify specific users about import success or failure.

• Importing external owner (responsible user): use the format EnterpriseName.Username.

• Importing users or departments: use user and Dept. codes.

2.1.3 Field Mapping

Applicable when users use their own spreadsheet instead of the provided template and column headers do not match system fields. Set mappings between your file’s column headers and the system fields for accurate import.

The system will auto-map based on the template’s headers; users only need to set unmapped fields manually.

You can view mapping status by groups to see which fields are mapped or unmapped.

Required fields that are not mapped will block the import and display an alert “Required CRM fields not mapped” and a submission popup “There are errors on the page.”

Click Next to review the summary. Click Start Import on the summary page to begin the import.

2.1.4 View Import Results

After clicking Start Import you will be directed to the Import/Export Records page, which lists all import/export jobs. Check import results here.

The system also pushes notifications to Import/Export Messages when imports complete.

2.1.5 Download Failed Import Results to Inspect Errors

Error interpretation: the “Import Result” column may show: Data [XXXX] field [YYYY] association does not exist. “XXXX” is the primary attribute identifying the record with an issue; “YYYY” is the field name under the object.

Why do records that don’t include that field still show the error? Usually because import validation runs in batches and a single failing record in a batch blocks the whole batch — see Field Mapping and batch processing sections below.

2.1.6 Admin Console Import Controls

2.1.6.1 Scenario

If you need to perform preprocessing or validation (via APL functions) or centrally control whether imports trigger workflows or approvals for a given object, configure those rules in the Admin Console.

2.1.6.2 Navigation

Admin Console -> Object Management -> Import Settings

2.1.6.3 Capabilities

2.1.6.3.1 Preprocessing APL and Pre-validate APL

2.1.6.3.1.1 Preprocessing APL code

Purpose: preload and preprocess import data in batches before import.

Common scenario: populate fields using rules during import.

Logic: 1. Preprocessing APL runs before pre-validation APL. 2. The preprocessing runs in batches of 20 records, available as context.dataList. 3. Complex validation or calculation can run here and write results to cache. 4. Pre-validate APL reads cached results for final validation.

2.1.6.3.1.2 Pre-validate APL code

Purpose: perform functional validation before data import.

Common scenario: enforce which fields are required based on Record Type.

Logic: 1. Pre-validate functions behave similarly to front-end pre-validate (they can return validation messages and can block import). 2. If validation fails, error messages are written back into the Excel failure list.

See Import APL usage guide for details: https://help.fxiaoke.com/0568/fc26/b2744dad77cf8c15763f2e8cdcfaa3de/c92af40f8981faaf8d07278199339d9b/9082e440ff91256a32c4c415db11da14

2.1.6.3.2 Control Import Behavior

Purpose: centrally control whether imports trigger Approval Flows or Workflows (and Pipeline) for the object.

Logic: When “Control Import Behavior” is enabled in Admin Console, front-end import users cannot change “Trigger Approval Flow” or “Trigger Workflow and Pipeline” settings — ensuring consistent behavior.

1. You can preview each field’s required import format before importing.

1. Adjust your data to match the format rules and then import.

Tip: If you prefer, create one record then export it to see the exact format to follow when preparing import data.

2.2 Export

2.2.1 Export Data

Path: [Front-end Object Page] → [List header button - More] → [Export]. Click to open the Select Export Object dialog.

Notes: 1. Unique IDs, Images/Files/Signatures export is optional. 2. Primary-Sub exports can follow user selection or column settings. 3. Export supports multiple Sub-objects and multi-sheet exports.

Caption: Sub-object export fields can be selected by the user or follow column settings.

2.2.2 View Export Results

After clicking Generate Excel, the system opens Chats - File Assistant. Download and view exported files there.

3. Import/Export FAQs

3.1 The import file has only a few rows, but the system says “File cannot exceed 50M or 300,000 rows”

3.1.1 Scenario

You receive an error “File cannot exceed 50M, cannot exceed 300,000 rows”, but your file size and visible data rows are within limits.

3.1.2 Cause

The system counts all Excel rows, including blank rows, not just rows that contain visible data. Hidden or trailing empty rows can push the total above the limit.

3.1.3 Solution

Copy only the populated range into a new workbook rather than selecting the entire sheet. Or click a cell with data and press Ctrl+A to select only the used range, then copy/paste into a new file.

3.2 The import template is filled correctly but import still fails

3.2.1 Scenario

Some records show errors while others succeed. Example: the “Order Account” field contains “Account35” (exists) and “Account1997” (not present in the import file), yet all records report the same error.

3.2.2 Cause

Database writes occur in batches of 50 records. If any record in a batch fails validation against stored data, the entire batch is rejected and all 50 records show the same error message. Inspect the error’s specific record to identify and fix the issue.

3.2.3 Solution

Locate the failing record in CRM and correct it. Example error: Data [2018-1004948] field [Channel Partner] association does not exist. “2018-1004948” identifies the record; “Channel Partner” is the problematic lookup field. The lookup value was likely deleted or invalid.

3.3 After Update Import the field didn’t change, but there was no error — how to troubleshoot?

3.3.1 Scenario

You provided values in Excel for a field, the Update Import reported success, but the field did not update.

3.3.2 Causes

• Cause 1: The column header in the import file doesn’t match system field names, so the field wasn’t mapped during import.
• Cause 2: The workbook contains hidden sheets. The system always processes the first sheet (even if hidden), so you may have imported a different sheet than you intended.

3.3.3 Solutions

• For Cause 1: Download a fresh template and compare headers to ensure exact match.
• For Cause 2: Unhide all sheets in the workbook and confirm the first sheet is the intended sheet.

Caption: Unhide list operation example

3.4 In what order are template columns generated?

Rule: Primary attribute (fixed fields) → Custom fields (creation time asc) → System fields (creation time asc) → Record Type (fixed field) → Related Teams (virtual field)

3.5 Owner (Responsible user) didn’t update after Update Import

3.5.1 Cause

The “Update owner” switch was not enabled. Owner is a sensitive field with restricted permission. To prevent accidental changes, the import includes a toggle “Update owner”; only when enabled will owner values be updated.

3.5.2 Solution

Set “Update owner” to Yes during import.

Caption: “Update owner” toggle is off

3.6 Creating/updating Sub-object data does not validate Record Type match

3.6.1 Cause

Import does not validate the Sub-object’s Record Type matching the Primary Object.

Caption: Sub-object has “Configure primary object Record Type”, but import does not validate it.

3.7 Long numeric values (IDs, national ID numbers) display in scientific notation

3.7.1 Scenario

Single-line text fields containing long numbers (IDs, national ID numbers) may be stored in Excel as numbers and display in scientific notation after import.

3.7.2 Cause

Excel interprets long numbers as numeric and displays them in scientific notation unless the cell format is Text.

3.7.3 Solution

Set the Excel cell format to Text before inputting long numeric strings.

Caption: Right-click → Format Cells

Caption: Change Number category to Text

3.8 How to import “Other” remark for single-choice fields?

3.8.1 Scenario

An option “Other” includes a remark field for Order Type.

3.8.2 Solution

In the downloaded import template, single-choice fields include data validation. To import “Other” remark: - Clear the cell’s data validation, then input “Other:YourRemark” (e.g., Other:Test). After removing validation you can import the remark.

Caption: Validation prevents entering “Other” remark

Caption: Remove validation then enter “Other:Test” to import the remark

3.9 Full-field search export count differs from search result count

3.9.1 Scenario

After full-field search, the list page shows a number that doesn’t match exported row count.

3.9.2 Cause

Full-field searches only return IDs for the current page; the front end cannot fetch IDs for remaining pages. Therefore export only includes the current page (e.g., first page) results.

3.9.3 Solution

After full-field search, exported quantity depends on the object’s current page size (20/50/100/200). Exporting all matched records is not supported.

3.10 Where can downstream users find their import/export records?

3.10.1 Scenario

A downstream tenant performed an import/export that takes a long time; they want to check whether it finished.

3.10.2 Solution

Two places to check:

Location 1: Upstream enterprise Admin Console -> Report -> Import/Export Records (view/download)

Location 2: Downstream tenant: Business Notifications (view/download)

Note: If the downstream tenant does not see Business Notifications, the upstream tenant must enable it in Admin Console.

3.11 Import shows “Lookup association does not exist or no permission”

3.11.1 Scenario

A lookup field exists but import fails with “Lookup association does not exist or no permission”.

3.11.2 Causes

• Cause 1: The lookup column in the import file contains leading/trailing spaces in the primary attribute.

• Cause 2: The related object has a display field enabled; during import you provided the display field value instead of the primary attribute.

3.11.3 Solutions

Method 1: Check the lookup column for leading/trailing spaces. In Excel, find the error rows (errors typically mark the row). Use Trim or clear leading/trailing spaces. For guaranteed uniqueness, import using the related record’s unique ID and select the import mode Unique ID.

Method 2: Check whether the related object has a display field enabled. Confirm whether your Excel contains Primary Attribute values or Display Field values. If you used display values, replace them with primary attribute values in the import file.

3.12 How to import Images/Attachments field?

3.12.1 Scenario

When importing images/attachments, pasting local file paths into Excel causes import failure: file not found.

3.12.2 Cause

Local file paths are inaccessible to ShareCRM servers, so the system reports the file as missing.

3.12.3 Solution

1. Upload the files to ShareCRM Cloud Drive and obtain the file npath.
2. Paste each file’s npath into the corresponding Excel cell.
3. Import the data.

Caption: Obtain file npath from ShareCRM Cloud Drive

3.13 When is the Update Import option unavailable?

3.13.1 Scenario

Normally both Create Import and Update Import are available, but sometimes Update Import is disabled.

3.13.2 Cause

1. Importing Primary and Sub-objects simultaneously.

2. The object has Change Order enabled.

3. If neither of the above applies and the object is a built-in (preset) object, search CRM for “Business Module and Owner” (filter by object) and contact the QA or technical owner for that object.

3.14 Create import succeeded but lookup fields are empty

3.14.1 Scenario

Create import completes successfully but lookup fields that had values in Excel are empty in the created records.

3.14.2 Solution

Check the import log details to see how the system matched lookups:

1. If matching by primary attribute: verify you haven’t modified the header (e.g., manually adding/removing “Required” text). Simplest fix: re-download the template and import using the fresh template.

2. If matching by Unique ID: confirm the related object has a Unique ID column and that you provided the correct Unique IDs.

Note: Related object IDs must be placed in the Unique ID column, not the lookup field column.

3.15 A field is required on Create/Edit but not validated during import — why?

3.15.1 Cause

There are two types of required settings: - Field-level required - Layout-level required

Only Field-level required (required = Yes in field settings) is enforced during import.

Field-level required: Check field configuration in Field List — Required = Yes. In layouts the required option is checked and read-only.

Layout-level required: Field config shows Required = No, but the layout marks the field as required (editable). This does not enforce import validation.

Set the field-level required flag if you need import validation.

3.16 Import result file shows field names and values misaligned; template looked correct

3.16.1 Cause

An empty column exists in the file. During import the empty column causes right-shift, misaligning headers and values.

Caption: File contains empty column

Caption: Import view

Caption: Import result shows misalignment

3.16.2 Solution

Find and remove empty columns, then re-import.

3.17 How many records can you import in one operation?

Import limits vary by scenario:

1. Import without triggering flows: - Create Import: up to 300,000 records - Update Import: up to 300,000 records

2. Import that triggers Workflows: - Up to 1,000 records

3. Import that triggers Approval Flows: - Up to 500 records

Note: For larger quotas, you can submit a special request; R&D will evaluate and either approve or decline.

3.18 How many records can you export in one operation?

Export limits vary:

1. Export object data only - Action: Export - Up to 100,000 records

2. Export with cascading image/attachment download - Action: Export - Up to 1,000 records; larger exports are blocked with a prompt

1. Export images/attachments - Action: Export Images/Attachments - Up to 1,000 records; larger exports are blocked

1. Export using Excel print template - Action: Export - Up to 100 records; larger exports are blocked

1. With the “Primary & Sub-export estimate” gray release: when enabled, exporting Primary & Sub data will be blocked if Primary Object exceeds 30,000 records.

Note: For higher export quotas, submit a special request — R&D will evaluate and reject or approve.

3.19 How to import image attachments?

1. Upload files to ShareCRM Cloud Drive and obtain the file npath.

1. Paste each npath into the corresponding Excel cell.
2. Import the data.

3.20 Text field values differ after import vs. Excel input — why?

1. Check whether the field has a default value. If default value logic exists and your Excel headers don’t match the import template, default computation may override your input. Note: Default value computation on Create Import is a gray-feature.

2. Check Excel cell format. If not Text and you input dates or numbers, the imported value may differ. Recommended flow: - Format Excel cells as Text → manually input or paste values.

Important: For large-volume copy/paste scenarios, copy the raw values only (not the cells) to avoid bringing cell formatting that could override the plain text format.