SAP Cloud for Customer

SAP Cloud for Customer - Data Workbench

User Guide

October 2015
2015 SAP AG. All rights reserved.

2015 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Table of Contents
1

Data Workbench User Guide........................................................................................................... 3

Cleanse Data in a CSV File ............................................................................................................... 5
Import Data ....................................................................................................................................... 6
Import Data Using a Template ........................................................................................................... 7
Import Attachments ........................................................................................................................... 8

Frequently Asked Questions .......................................................................................................... 9

Why is it mandatory to select a template or an object? ....................................................................... 9
Can I map my ID key to the Internal ID key in SAP Cloud for Customer? ........................................... 9
Why am I unable to use a template for an extended business object? ................................................ 9
I imported data for an object. Why is that I am unable to see any status in the Monitor view? ............. 9
Why did I receive the error Please upload a valid CSV file in the required format? ............................ 9
I have data in a spreadsheet. Any recommendation on how I should create a CSV file?....................10

Support Incidents ...........................................................................................................................10

Copyrights, Trademarks, and Disclaimers ...................................................................................................11

2015 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Data Workbench User Guide

Overview
This document describes all the prerequisites and takes you through the process of importing your
data into SAP Cloud for Customer using Data Workbench. You can import the following:

Data from a legacy system into SAP Cloud for Customer. For example, you want to transfer
all the existing data from any Cloud CRM system to SAP Cloud for Customer.

Operational data from third-party systems into SAP Cloud for Customer. For example,
import accounts and contacts from Microsoft Outlook to SAP Cloud for Customer.

Data that is manually maintained in a CSV file format into SAP Cloud for Customer. For
example, the sales leads data collected from a campaign and maintained in a CSV file.

Before you start working through this document, ensure that you have downloaded the most recent
version of this document available on SAP Service Marketplace.

Comparison
SAP Cloud for Customer offers both Migration Workbench and Data Workbench to import data.
Here is a quick comparison on the advantages of one over the other.
Feature

Data Workbench

Import data of custom objects

Import attachments
Support for CSV files with custom-defined fields,
extended fields
Flexibility and ease of use in defining and uploading
templates
Create mapping template, so you dont have to do basic
mapping each time
Flexibility in defining code list mapping per
template/import
Sophisticated monitoring capabilities of an import task,
with email notification and errors highlighted in the
CSV file
Import data maintained in a spreadsheet

Yes
Yes
Yes

Migration
Workbench
No
No
Yes

Yes

No

Yes

Not applicable

Yes

No

Yes

No

Import data all nodes within an object at once

Import data of any object available in C4C
Delete existing data in SAP Cloud for Customer

No
Yes
(Only CSV files are
supported)
No
Yes
Restricted
Yes
No
Restricted

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Target Audience
Here is an outline of experts who may be involved in the import process.
Role
Key user

Description
You know/understand the following:
Objects that need to be imported into SAP Cloud for Customer (business
requirement)
Sequence in which the objects and the nodes should be imported.
For each of the object, a business understanding of mapping the CSV fields to
the fields in SAP Cloud for Customer
Typical tasks include:
Cleansing your data to an acceptable format
Creating templates for various objects and nodes.
Importing data using a template
Importing attachments

Business user

Typical tasks include:

Importing data using a template
Importing attachments

Basic Checklist
Fulfill all the requirements in this checklist before you use Data Workbench.
Task
Completed
You have discussed the business requirement on the data that needs
to be imported into SAP Cloud for Customer
Functional
For each of the objects you want to import data, you know the
dependency of the nodes within the object.
For each of the objects you want to import data, you have the CSV
files for all the nodes in that object.
Example: The node dependency in contract object is as follows:
Covered Object
Price
Item
Entitled Product
Item Price
Technical

Now, ensure that you have separate CSV files for each of the
above nodes.
These CSV files may be the one downloaded from a system or the
ones you have maintained manually. To check if the file is in an
acceptable format, do the following:
1. Open the CSV file in Notepad.
2. Click File Save As.
3. In the Save As dialog, choose Encoding as UTF-8. Keep
the file extension as .CSV.
4. Once the file is saved, check if all the contents are
displayed correctly.

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Cleanse Data in a CSV File

Overview
The data that is either downloaded from a legacy system, a third-party system, or manually
maintained in a CSV file, should be cleansed before it can be successfully imported into SAP
Cloud for Customer. For example, you need to ensure that all the reference IDs are maintained
based on the dependency, and also check if the data is in acceptable formats.

Prerequisite
You have the CSV file for the object (node) data you want to import.

Procedure
1. Ensure that each CSV file has a reference to all the parents in the hierarchy.
Example: If the hierarchy is as shown below:
Opportunity
Opportunity Item
Revenue Plan Reporting
Then, ensure that the:
Opportunity
CSV
Opportunity CSV file
Opportunity ID

has

Primary Contact

an

external

key

Expected Revenue

Opportunity item CSV file has a column that represents the external key of the
opportunity object
Opportunity Item CSV file
Opportunity
Item ID

Priority

file

Opportunity ID

Product ID

Net Amount

Revenue Plan Reporting CSV has columns that represent the external key of both
opportunity item and opportunity
Revenue Plan Reporting CSV file
Revenue Plan ID

Opportunity Item ID

Opportunity ID

Distribution Date

2. Ensure that column names are a single word without any space.
For example, the column name Opportunity Type should be written as OpportunityType in
the CSV file.
3. If you have a date field in your CSV file, do the following:
a) Format it as yyyy-mm-dd. Only this format is currently accepted.
b) Suffix the date with T00:00:00
Example: November 24, 2015 is formatted as 2015-11-24T00:00:00

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

4. If you have a Boolean entry, ensure that the value is entered either as true or false in
small case.
Accepted value
Not accepted values
true

True
<space>
0

false

False
X
1

Tip
If you use Microsoft Excel to edit your CSV file, check that the entry is not automatically
capitalized, when you leave the column and press Tab/Enter. To avoid automatic
capitalization start the word with an apostrophe.
While entering data
After pressing Tab/Enter

5. Columns with numbers that are treated as text.

Data of a few columns that display numbers may need to be treated as text. For example,
code list values for ActivityGroupCode. Here, the value 0001 is the code, and 1 would not
be an accepted code value.
ActivityGroupCode Description
0001

Customer visit

0002

Telephone call

0003

Business e-mail

0004

Workshop

0005

Customer request

Import Data
Overview
Once you have cleansed the data, you can spontaneously import that data at any point in time, into
SAP Cloud for Customer. If you or any other user in your organization is going to import data for
the same object later, you can save the mapping in the form of a template. This can be done, while
you are importing data.
Templates store the mapping information between the columns of a CSV file and the
corresponding fields of an object (node) in SAP Cloud for Customer. Once you define the mapping
in a template, the template can be used by any SAP Cloud for Customer user to import data
anytime. This ensures consistency in mapping across all users.
Note
Templates are typically created by a key user or by someone who has a business
understanding of the fields that needs to be mapped between systems.

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Prerequisites
You know the name of the object (node) in SAP Cloud for Customer
You have a CSV file for the corresponding object (node)

Procedure
1. Logon to SAP Cloud for Customer as a system administrator.
2. Go to Data Workbench work center, and choose Import.
3. Enter a name for your import/template in the Import Task field.
Ensure that you follow a naming convention for easy tracking.
4. Click Import Data.
5. Select the object for which you want to import data, and click Next.
6. Select a CSV file for the corresponding object, click Upload, and click Next.
7. Map the fields in the CSV file to the appropriate fields in SAP Cloud for Customer.
Tip: To delete a mapping, click on the mapping line, and press Delete.
8. Do a final check of all mapped fields.
Note
In case you want to create a template, ensure that all mappings are finalized. Otherwise,
any changes to the mapped fields must be saved in a different template name.
9. If you want to save a template, click Save As, and enter a name for the template.
10. To continue importing data in the CSV file, click Next, and then click Import.

Result
If you had:
Created a template: All the SAP Cloud for Customer users will now be able to view your
template in the Select a Template field, when they import data in the Import view.
Imported data from the CSV file: The system displays a message on the status of the import. In
case of errors, you can go to the Data Workbench Import view, and check the errors for your
import.

Import Data Using a Template

Overview
You can import data of the following into SAP Cloud for Customer:
Standard business object
Extended fields of a standard business object
Custom object
When you import data, new records are created in SAP Cloud for Customer. If the record exists,
then the data in the existing record is updated.

Prerequisites
You have:
Completed all the activities listed in the Basic Checklist section
The name of the template for the object (node) that you want to import data.
The sequence in which the nodes of an object should be imported into SAP Cloud for
Customer

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

The CSV file with the required data

Note
The fields in this CSV file should be in the same order as in the CSV file that was used for
the template.

Procedure
1. Logon to SAP Cloud for Customer as a system administrator.
2. Go to Data Workbench work center, and choose Import.
3. Enter a name for your import task.
This helps you identify your imports and also look for the status of your imports in future.
4. To import data of an object, choose Import Data.
5. Select the required template and click Next.
6. Browse for the CSV file you want to upload, click Upload, and click Next.
7. Click Import.
The system displays a message on the status of the import. In case of errors, you can go to the
Data Workbench Import view, and check the errors for your import.

Import Attachments
Overview
You can import attachments of an object into SAP Cloud for Customer.

Prerequisites

You know the name of the object in SAP Cloud for Customer for which you are importing
attachments

You have consolidated all the attachments of an object in an archive file (for example, .ZIP,
.RAR) format.
Each archive file should contain a manifest file along with the attachments. Here is the
recommended structure of the manifest file:
o First column External key of the object (node) for which you are importing attachment
o Second column Name of the attachment
o Third column Path from the root within the archive file
Example
If you are importing the attachments of a corporate account, and the attachments are all placed
in the root folder, then the manifest file looks like the following:
CorporateAccountExternalKey AttachmentName
SAP_43091
Report
SAP_43091
Analysis_Chart

Path
Rep_CA.png
Chart.png

Procedure
1. Logon to SAP Cloud for Customer as a system administrator.
2. Go to Data Workbench work center, and choose Import.
3. Enter a name for your import task.
This helps you identify your imports and also look for the status of your imports in future.
4. To import attachments of an object, choose Import Attachment.
5. Select the object to which you want to import attachments, and click Next.
6. Browse for the archive file, click Upload, and click Next.
7. Click Submit. The system displays a message on the status of the import.
2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

Frequently Asked Questions

Why is it mandatory to select a template or an object?

The template or the object defines the data that is imported into SAP Cloud for Customer. For
example, if you want to import customer data, then you either choose the Customer object or the
Customer template. The system pre-validates the files with metadata check. For example, if you
choose a Customer template and then choose an Order CSV file, you will receive an error, and will
not be able to proceed with the import.

Can I map my ID key to the Internal ID key in SAP Cloud for

Customer?
We recommend that you do not map any columns from the CSV file to internal ID key. If you have
a use case where this might be necessary, please create a support incident with your use case.

Why am I unable to use a template for an extended business

object?
There can be two situations where extensions have been made:
You have added more fields to your CSV file. These fields may or may not be available in
the standard object in SAP Cloud for Customer
You have extended SAPs standard business object with new fields
In both these situations, you cannot use an existing template. If there are any changes to the fields
on SAP Cloud for Customer or in the CSV files, you must create a new template along with all
required mappings.

I imported data for an object. Why is that I am unable to see any

status in the Monitor view?
Ideally, you should see a success or failure status for each import. At times, there might be a
delay. Wait for a few minutes, and then click Refresh in the Monitor view. If the status still does not
appear, create a support incident.

Why did I receive the error Please upload a valid CSV file in the
required format?
This can happen, if the:

Order of the fields in the CSV file does not match the order of the fields in the SAP Cloud for
Customer object

Field names have a space in the CSV file

Open the CSV file, check the order of the fields, and remove any spaces in the column headings,
and retry importing data.

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

10

I have data in a spreadsheet. Any recommendation on how I

should create a CSV file?
The key requirement is to have your data in CSV file with UTF-8 encoding. UTF-8 format ensures
that files containing non-English characters and special characters are secured in its original form,
and do not get converted into special characters.
Let us assume that you have your data in a Microsoft Excel spreadsheet. Save the spreadsheet in
the Comma delimited CSV format, using File Save As menu option. Files are usually saved in
ANSI format. To ensure that your CSV file is saved with UTF-8 encoding, follow the steps
described in the Technical section under Basic Checklist.

Support Incidents

In case you receive an error and are unable to resolve it based on the information provided in this
document, please raise an incident in SAP Cloud for Customer, under the component LOD-CRMINT-DWB.

2014 SAP AG. All rights reserved.

Integrating SAP Cloud for Customer with SAP CRM using SAP NetWeaver PI 7.1

11

Copyrights, Trademarks, and Disclaimers

2015 SAP AG or an SAP affiliate company. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without
the express permission of SAP AG. The information contained herein may be changed without
prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors. National product specifications may vary.
These materials are provided by SAP AG and its affiliated companies ("SAP Group") for
informational purposes only, without representation or warranty of any kind, and SAP Group shall
not be liable for errors or omissions with respect to the materials. The only warranties for SAP
Group products and services are those that are set forth in the express warranty statements
accompanying such products and services, if any. Nothing herein should be construed as
constituting an additional warranty.
SAP and other SAP products and services mentioned herein as well as their respective logos are
trademarks or registered trademarks of SAP AG in Germany and other countries.
Please see http://www.sap.com/corporate-en/legal/copyright/index.epx for additional trademark
information and notices.

2014 SAP AG. All rights reserved.