Handling identifiers during an import

Importing your data

When importing data into an application, it is crucial to prevent data loss or duplication. These types of errors can hinder the development of a clean and well-organised database, which is essential for effective data management and security.

 

Zoho Desk provides robust functionality for importing your data. The system intelligently automates the mapping of modules and fields to reduce the risk of data loss and maintain data integrity. Users have the advantage of verifying the field mappings in advance, thus adding an extra layer of security to the import process.

 

This capability is essential not only for clarity but also in mitigating the challenges associated with user adoption. For instance, clients can be accurately mapped to the Contact name field, while company names can seamlessly align with the Account name field. This approach to data management helps maintain an organised database, thereby enhancing productivity and user trust in the system. 

Related knowledge base article: Importing data into Zoho Desk.

Prerequisites

• Users can upload a .csv file or a .zip file containing multiple .csv files. 
  
• The .zip file must be named, for example, Contacts.zip, Accounts.zip, etc.
  

Working with the Identifier Field

When importing data into Zoho Desk, the Identifier Field is essential because it helps identify existing records and avoid duplicate entries. 

What are the Identifier Fields?  

Identifier fields are fields used to find and match existing records when importing data into the product. They also help link related records, like connecting a contact’s name with their email address.

Each module supports different unique identifier fields for identification, as described in the table below:

Module	Unique Identifier Fields
Accounts	Account ID  Account External ID Account Name
Contacts	Contact ID Contact External ID  Last Name First Name Email Phone Number Mobile
Tickets	Ticket ID Ticket External ID Ticket Number
Products	Product ID Product External ID Product Name
Tasks	TaskId Task External ID
Calls	Call ID Call External ID
Events	Event ID Event External ID
Article Translation	Translation: External ID Translation ID
Custom Modules	Record External ID Custom Module Name

Points to remember:

• While these fields help find matching records.
• So, if multiple records match the value, the first matching record will be selected automatically.
• This can lead to unexpected matches or data being updated in the wrong record if you're not careful.

For your understanding:

Some users expressed a preference for matching Contacts by Last Name instead of Email, highlighting the importance of flexibility in their workflow. Furthermore, some additional users approached matching through the use of a custom field, emphasising the need for tailored solutions to fit their unique requirements. Moreover, users requested that the functionality be enhanced by updating existing records with the relevant entity's Zoho Desk ID, aiming to streamline their processes and improve data accuracy.

Commonly used identifier fields:

• Find By is used to identify an existing record during the import process.
• Map By is utilized to link a child record to a parent record, for instance, by linking a Contact to a Ticket.

 

You can now select specific fields for matching, providing enhanced control and customization during bulk processes or integrations. This functionality enables more precise data handling, ensuring that the information aligns with your specific requirements. By tailoring the matching criteria, you can streamline processes, ultimately leading to enhanced efficiency and better outcomes for your team. This flexibility enables you to harness the full potential of your data.

Import Systems

Let's start by preparing the CSV file.

A sample tickets module CSV file is given below,

External ID	Subject	Contact Email	Contact Name	About
101	Hitman	rohit@bcci.com	Sharma	Rohit Sharma's journey from a gifted schoolboy to an international icon and fierce competitor reflects resilience, elegance, and remarkable leadership.
102	King Kohli	virat@bcci.com	Virat	Virat Kohli is a world-renowned Indian cricketer known for his aggressive batting, unmatched consistency, and passionate leadership across all forms of the game.
103	Lambu Ishanth	ishanth@bcci.com	Sharma	Ishant Sharma is a tall and experienced Indian fast bowler known for his 300 test wickets and key performances in overseas conditions.

Then choose the appropriate Find By identifier field.

The Find By field is selected from a predefined set of fields specific to each module. It is used to determine whether a record already exists in Zoho Desk.

When using the import tool, the system searches the Desk portal for a record (e.g., a ticket) that matches the value mapped to the selected Find By field. This prevents duplicate records by identifying existing entries based on the chosen field.  

​

• Once the file is uploaded, you need to choose a Find By Field — for instance, Ticket External ID.
• Whichever Find By field we choose must correspond to the relevant column in the CSV file. Since we've selected the Ticket External ID, the Case External ID column in your file should be mapped to the Ticket External IDfield.
  

If the chosen operation is to 'create new records while avoiding duplicates', and there is no existing ticket with the External ID 101, the import tool will generate a new ticket using the mapped fields. To associate the ticket to the correct Contact, the import tool utilizes the Map By field feature.

Finally, choose the appropriate Map By field.

The Map By field enables users to link imported records to their corresponding dependent records, such as associating a ticket with a specific contact. This functionality ensures that when you import ticket data, the import tool actively searches for a matching Contact in Zoho Desk based on the value defined in the selected Map By field.

For instance, during the field mapping process, you can specifically choose to map the Ticket to a Contact using criteria such as the Contact's email ID. This approach enhances the accuracy of data integration by ensuring that each ticket is correctly associated with the relevant Contact, thereby improving data integrity and streamlining the support process. This meticulous mapping not only minimizes the chances of errors but also facilitates a more organized and efficient ticket management system, ultimately leading to improved customer experiences and satisfaction.

Map by identifier field functionality

The tool efficiently searches for contacts associated with the provided email address.    

Search: When a user submits a ticket, the system initiates a search for contacts associated with the specified email address.   

Match found: If a single match is identified, the ticket is seamlessly associated with that Contact, ensuring that all relevant customer information is readily accessible for support agents.   

Multiple Matches: If numerous contacts are found with the same email address, the system will prioritize and use the first match. This helps streamline the ticketing process while maintaining clarity in customer support.   

No Match Found: If no matches are found within the system, the ticket will not be created. This prevents unnecessary duplication and ensures that support agents are only working with valid, existing customer records. 

In summary, the strategic use of Custom Unique Fields and External ID fields as identifiers, along with the potential for composite identifiers, positions support teams to operate more effectively and improve overall customer interactions.

Significant improvements in user experience 

Transparent process and status tracking 

We’ve implemented a straightforward, step-by-step process for data imports, complete with real-time status updates for each stage. This transparency enables users to monitor import progress and understand the current state of the process.

Unique identifiers for entity mapping 

New fields have been introduced to help users identify if a parent entity already exists when importing related child entities. For example, users can seamlessly map a contact to an existing account in Zoho Desk, streamlining the import process while minimizing the risk of duplicate entries.

Enhanced error handling and log accessibility

We’ve made significant improvements in error handling by allowing users to download detailed error logs directly from the history page in the event of import failures. This enhancement provides users with greater insight into any issues, facilitating faster troubleshooting and resolution.

Support for custom modules

The import UI has been revamped to support custom modules, providing users with greater flexibility and customization options. This enables a more personalized and efficient data import experience.

Takeaway

For instance, a large corporation merging client data from multiple legacy systems into Zoho Desk modules will benefit significantly from automatic field mapping, ensuring that contact and account names are accurately aligned. This attention to detail not only improves the user experience but also enhances overall data integrity during the merging process.

 

Please stay tuned for more Desk updates.

 

Cheers,

 

Kavya Rao

The Zoho Desk Team

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