Handling identifiers during an import
Importing your data
- 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
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 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 | 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 | 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 | 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.
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
Unique identifiers for entity mapping
Enhanced error handling and log accessibility
Support for custom modules
Takeaway
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