How to Import Tasks or Events into Current Records in Salesforce via Data Loader

In Salesforce, Data Loader is a data management tool that efficiently handles import, export, and delete records operations. This ability makes this tool suitable for importing bulk task and event data to records.

In this Salesforce tutorial, we will learn about importing Tasks or Events into current records in Salesforce using Data Loader. Using a data loader for this can be useful when you have a large dataset to update or when migrating data from another system.

Import Tasks or Events into current records in Salesforce via Data Loader

To import tasks or events into current records in Salesforce via Data loader, ensure that you have installed the data loader in your system and have access to manage the data in the org.

If you meet the above conditions, then follow the below steps.

1. To import the task and events via data loader, we need to prepare a CSV file with the following header columns.

  • WHOID  – The record ID of the associated Contact or Lead
  • WHATID  – The record ID of the associated Account, Opportunity, Contract, etc. Objects that allow you to track Activities can be set as the WhatID
  • OWNERID – The record ID of the user that owns this task or event.
  • Status – Only include this column when inserting Tasks. Set the value to “Completed” for the record to appear under “Activity History.
  • Subject (and optionally Description)

2. To get the Id and its related Account ID and Owner ID, we will run a data export operation for the Contact object (follow the same for leads) by following the steps.

  • Open the data loader and click Export.
  • Select the data object Contact (or lead).
  • Select the query fields ID, Account ID, and OwnerID; for reference, select field Name.
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3. From the extracted CSV file, populate the columns of the new CSV file. Here, enter the ID in the WHOID column, AccountIDs in the WhatID column, and then populate the OwnerID column.

After this enter the Status column values as Completed for all records and optionally enter Subjects for all tasks or events.

Below is the reference to the CSV file I created to import events and tasks in Salesforce via data loader.

Import Tasks or Events in Salesforce records via data loader

4. Now save the CSV file in your system from where the data loader can access it.

5. To import the created task in the CSV file, open the data loader and click on the Insert button.

Import Activities In Salesforce via data loader

6. In this step, activate the checkbox Show all Salesforce objects and select the data object Task. After this, select the CSV file that we have created in the above steps.

At last, click on the Next button.

Import Tasks in Salesforce records via data loader

7. As we click on the Next button. The data loader will initialize the uploaded CSV file. Here, click on the OK button.

8. In this step, we will map the object field names with the header columns, and for that, click on the button Create or Edit a Map. In the mapping dialog window, click on the button Auto-Match Fields to Columns.

Now the columns will be auto-matched to the object names and if they don’t, then you have to drag the object fields down to the column mapping.

After mapping, click on the OK button and the Next button.

Import activites for multiple records in Salesforce via data loader

9. Select the location for the success and error files from where they can be accessed later, and last, click on the Finish button.

How to Import Tasks or Events into current records in Salesforce via Data Loader

10. A warning message will appear regarding the data insert operation as we click on the Finish button. Here, click on the Yes button to proceed.

Import and create tasks or events via Salesforce data loader

11. Now, the data insertion will start, and after its completion, a dialog box will display the number of errors and successes that occurred during the data operation.

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In this data insertion, we got only successes with zero errors, which means that we have successfully imported the Tasks to the Salesforce records.

Here, click on the OK button to close the data loader wizard.

Import Tasks in Salesforce records with the data loader

12. Now, to view the imported tasks or actions, open the Salesforce console and go to the Contact or Lead record. Open the Activity tab to view the imported tasks or events.

Import Tasks or Events into current records in Salesforce via Data Loader

In the above image, we can see that tasks are assigned to the records we entered in the CSV file.

In this way, we can import Tasks or Events into current records in Salesforce via Data Loader by following the above steps.

Conclusion

In Salesforce, importing tasks or events into current records using Data Loader is efficient from view point of data accuracy, and by following the above steps, you might have understood the process of importing the tasks or even into current records.

Now, you can prepare your data by identifying record IDs or external IDs, and using the Data Loader tool, you can efficiently manage and update your Salesforce records with associated tasks or events.

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