Published at: 2026-09-17
Front-end import and export
Overview
The front-end import and export feature lets you batch-create or update object data through Excel templates and export object detail data as Excel files. This document covers import object selection, template download, field mapping, import result review, export operations, and back-end controls. It also summarizes 20 common import and export issues with their scenarios, causes, and solutions.
Scenario
Import and export object detail data through Excel files in the front-end business system.
Import and export features
Import
Select the import object and record type
Path: Object list page > More (header button) > Import. This opens the Select Import Object dialog.
Select the business object and record type you want to import. You can also import child object data at the same time. Click OK to go to the Data Import page.
Select the import method and download the import template
- Select import method: Two import methods are supported: create import and update import. Import-and-update is not currently supported. Click Import Format Guide to view the required field format.
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Add your data: The import template is downloaded based on the selected business object and record type. After filling in the data, upload the file and click Next in the upper-right corner to proceed to field mapping.
- Configure notifications: You can assign the import to a specific person and send them a success or failure notification.
- Import external owner: Use the format
Enterprise Name.Username. - Import person and department data: Use person and department codes.
Field mapping
Use case: When users upload their own data files instead of the system-provided template, column headers may not match system fields. In this case, you need to manually map column headers to system fields for accurate import.
The system automatically matches fields based on the template header. You only need to configure mappings for unmatched fields.
You can also view mapped and unmapped fields by group.
If a required field is not mapped, the import is blocked with the message “Required field in CRM object not mapped”, and a “Page contains errors” dialog appears on submission.
Click Next to view the summary. On this page, click Start Import to begin importing data.
View import results
After clicking Start Import, you are taken to the Import and Export Records page, which shows all import and export records. You can check subsequent import results on this page.
After the import completes, a notification appears in Import/Export Messages.
Download import results to view error messages on failure
Message interpretation: The “Import Result” column shows — Data [XXXX] field [YYYY] relationship does not exist. “XXXX” is the primary attribute of the data record, and “YYYY” is the field name in the object.
Why does this prompt appear even when the field is not involved in the data?
Back-end import control
To run APL functions for preprocessing or validation before import, or to centrally control whether workflows and approval flows are triggered during import, use the Admin Console.
Path: Admin Console > Object Management > Import Settings
Capability 1: Preprocessing APL and pre-validation APL
- Preprocessing APL: Loads all import data in batches before import for preprocessing. Common use case: assign field values based on rules during import.
- Pre-validation APL: Validates data before import. Common use case: control which fields are required or optional based on record type.
For more details, see Import APL code guide.
Capability 2: Import mode control
Centrally control whether approval flows or workflows are triggered during import. When “Import Mode Control” is enabled in the Admin Console, the front-end import page locks the “Trigger Approval Flow” and “Trigger Workflow and Pipeline” options.
Export
Export data
Path:
1. Object list page > More (upper-right button) > Export. This opens the Select Export Object dialog. (Note: this exports all data under the object.)
2. Object list page > Select the data to export > Batch action bar above the list > Export
Note: If the button is not visible, check: 1. Whether export permission has been assigned; 2. Whether the export button is hidden in the layout.
Notes:
- Unique ID, images, attachments, and signatures can be optionally exported.
- Master-detail export fields can be selected by the user or based on column settings.
- Export supports multiple child objects and multi-sheet export.
Child object export fields can be selected by the user or based on column settings.
View export results
After clicking Generate Excel on the previous page, the Chats - File Assistant opens. You can download and view export results on this page.
Common import and export issues
Import file has only a few rows but shows “Cannot exceed 50 MB or 300,000 rows”
Scenario
When importing data, the system shows “File cannot exceed 50 MB or 300,000 rows”, but the actual data rows and file size are within limits.
Cause
This usually occurs because the total row count in the file exceeds the limit. The row count includes all rows in the Excel file, including blank rows.
Solution
The quickest fix is to copy the data from the problematic Excel file into a new Excel file and re-import. Do not select all — use the mouse to select only the data area, or click a data cell and press Ctrl+A to select only data rows.
Import template shows errors even when data is empty or correct
Scenario
The “Order Customer” field has “Customer 35” (which exists) and “Customer 1997” (which was not imported), but all data rows report the same error.
Cause
Data is processed in batches of 50 records at the storage layer. The system validates both the import template fields and the data in the database. If any single record fails validation, the entire batch of 50 is rejected with the same error message. Check the specific erroneous record in the message and correct it.
Solution
Follow the prompt to locate the record in the CRM system and correct the data.
Message interpretation: Data [2018-1004948] field [Channel Partner] relationship does not exist.
“2018-1004948” is the primary attribute — it identifies the problematic record. “Channel Partner” is the field name.
The cause is likely that the lookup-related field “Channel Partner” references data that has been voided or deleted, causing a storage-layer error.
Fields not updated after update import, but no error reported
Scenario
A customer reports that after update import, a field value was specified in Excel and the system reported success, but the field was not updated.
Cause
- Cause 1: The field name in the import file is incorrect, so field mapping did not auto-match it, and the mismatch was overlooked.
- Cause 2: The import file contains hidden sheets. The system imports the first sheet by default, regardless of whether it is hidden, so the imported data may not be from the visible sheet.
Solution
- Cause 1: The fastest way to diagnose this is to re-download the template and compare field names in the import file against the new template.
- Cause 2: Unhide all sheets in the import file and check whether a hidden sheet appears before the visible one.
What rule determines the import template header field order?
The order is: Primary attribute (fixed) > Custom fields (by creation time, ascending) > System fields (by creation time, ascending) > Record type (fixed) > Related team (virtual field).
Owner not updated after update import
Cause
The “Update Owner” toggle was not enabled during import. Because the owner is a sensitive field that involves field-level permissions, a toggle was added to prevent accidental changes. The owner field is only updated when this toggle is turned on.
Solution
Set “Update Owner” to “Yes” during import.
Create/update import of child object data does not validate record type match
Cause
Import does not validate child object record type matching.
The child object has “Configure Parent Object Record Type” set, but import does not validate it.
Numbers and ID card values display in scientific notation after import
Scenario
When a single-line text field in Excel contains long numbers such as serial numbers or ID card numbers, the imported data displays in scientific notation.
Cause
If long numbers in Excel are not formatted as text, Excel automatically treats them as numeric values and displays them in scientific notation.
Solution
Format long numbers in Excel as text. Right-click in Excel > Format Cells, then in the dialog set the number category to Text.
How to import notes for the “Other” option in a single-select field
Scenario
An order type field has a notes field for the “Other” option.
Solution
The downloaded import template includes data validation for single-select fields. In this case, you cannot enter notes for the “Other” option — the system reports a format error. Clear the cell’s data validation first, then enter “Other:Test” to import notes for the “Other” option.
Export count does not match full-text search results
Scenario
After a full-text search, the list page count does not match the actual export count.
Cause
After a full-text search, only the data IDs on the current page are available. The front end cannot retrieve IDs for the remaining results. Therefore, the export only includes data from the first page, not all search results.
Solution
After a full-text search, the export count depends on the page size setting (20/50/100/200). This is expected behavior. Full result set export is not currently supported.
Where to find downstream user import/export records?
Scenario
A downstream enterprise performed an import/export operation that takes a long time. Where can you check whether it is complete?
Solution
Two locations:
Location 1: In the upstream enterprise, go to Admin Console > Enterprise Logs > Import/Export Records to view or download.
Location 2: In the downstream enterprise, check Business Notifications to view or download.
Import shows “Lookup relationship does not exist”
Scenario
During import, a lookup field exists but the system reports “Lookup relationship does not exist or no permission.”
Cause
Cause 1: The “Lookup” column in the import file contains spaces in the primary attribute value.
Cause 2: The related object has display fields enabled, and the import file uses display field values instead of primary attribute values.
Solution
Method 1:
Check whether the “Lookup” column in the import file contains spaces in primary attribute values. Find the corresponding erroneous data in Excel — error data usually has a marker at the front. Select “Clear leading and trailing spaces”. For guaranteed uniqueness, you can use the related data ID as a unique identifier by setting the import method to “Unique ID”.
Method 2:
Check whether the related object has display fields enabled. Confirm whether the Excel file uses primary attribute values or display field values. If display field values are used, replace them with primary attribute values in the import file.
How to import image and attachment fields
Scenario
When importing image attachments, you paste local file paths into the corresponding Excel columns, but the import reports that the files do not exist.
Cause
If the path is a local computer path, the ShareCRM system cannot access it and reports that the file does not exist.
Solution
- Upload the files to ShareCRM Drive and obtain the file path.
- Paste the file path into the corresponding Excel column.
- Import the data.
When is the update import option unavailable?
Scenario
Normally, two import methods are available: create import and update import. Sometimes update import is grayed out.
Cause
- Importing parent and child objects simultaneously.
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The object has change orders enabled.
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If neither condition applies and the object is a preset object, search for “Business Module and Owner” in CRM (search by object) and contact the corresponding QA or technical lead.
Create import succeeded, but lookup fields are empty
Scenario
Create import succeeded, and the Excel file contains lookup field values, but the corresponding fields appear empty after import.
Solution
Check the import log details to determine the identification method used:
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If matching by primary attribute: confirm whether the header was modified — check whether “Required” labels were manually added or removed. The simplest fix is to re-download the template and re-import.
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If matching by unique ID: confirm whether the lookup field has a unique ID column and whether the data’s unique ID is filled in.
Note: Enter the related object’s data ID in the unique ID column, not in the lookup field column.
Field is required during create/edit but not validated during import
Cause
Field-level required and layout-level required are two different settings. Only field-level required is validated during import.
Field-level required:
In the field list, check the field configuration. If “Required = Yes”, the layout below shows the required option as selected and read-only.
Layout-level required:
1. In Field Management, check the field configuration. If “Required = No” but the layout shows the required option as selected and editable, this is layout-level required.
- Set field as required in the layout.
Import result file shows misaligned field names and values
Cause
The import file contains empty columns. During import, empty columns shift right, causing field name and value misalignment.
Solution
Identify and delete the empty columns, then re-import.
Maximum import limits
Limits vary by scenario
Data import without triggering flows
Create import: up to 300,000 records
Update import: up to 300,000 records
Import triggering workflows
Up to 1,000 records
Import triggering approval flows
Up to 500 records
Note: If you need higher import limits, submit a special request. The development team evaluates feasibility.
Maximum export limits
Limits vary by scenario
Object data export only
Button: Export
Supports up to 100,000 records.
Export with cascading image/attachment export
Button: Export
Supports up to 1,000 records. Exceeding this limit triggers an interception message.
Image/attachment export
Button: Export Images/Attachments
Supports up to 1,000 records. Exceeding this limit triggers an interception message.
Export using Excel print template
Button: Export
Supports up to 100 records. Exceeding this limit triggers an interception message.
Export parent and child data (after “Estimated count for simultaneous parent-child export” is enabled)
Button: Export
If parent object data exceeds 30,000 records, the export is blocked.
Note: If you need higher export limits, submit a special request. The development team evaluates feasibility.
How to import image attachments
- Upload the files to ShareCRM Drive and obtain the file path.
- Paste the file path into the corresponding Excel column.
- Import the data.
Text field values do not match Excel content after import
- Check whether the field has a default value. If it does and the Excel header does not match the import template, the default value was likely applied. Note: Default value calculation on create import is a gated feature.
- Confirm that the Excel cell format is set to Text. If not, dates and numeric values may be converted during import. Correct procedure: Set Excel cells to Text format first, then manually enter or paste content. Warning: When copying and pasting large amounts of data, copy the values directly rather than the cells. Pasting cells carries the original format, which may override the text format and cause mismatches after import.