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Import Notes to Existing Leads

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Level 6

Import Notes to Existing Leads

Hi All, we run into a challenge that we import leads (via list) that might have some notes that we would like to include. Some of the leads might have already existing in our DB, and also include some notes in the same field.

We would like to know how can we add the new notes to the fields, in addition to the existing notes, so we will be able to see both "new" and "old" .The field type is "Text", so I wasn't sure if concatenation is possible.

Thanks!

Itay

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Level 10 - Champion Alumni

Re: Import Notes to Existing Leads

We use Sanford Whiteman's approach here (don't be overwhelmed by the steps involved - as long as you follow them as outlined, it's very easy to implement): http://blog.teknkl.com/dark-mkto-alleys-line-break-token/

Also, rather than create a token in every program that needs this, just create it at the folder level so that all sub-folders/programs will inherit the token.

Once deployed, we use it as follows:

{{system.dateTime}}: {{trigger.Web Page}}{{my.line-break}}{{lead.Avanade Web Page History}}

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Level 6

Re: Import Notes to Existing Leads

If you're importing the list, creating a separate custom field as a holder of new notes may make sense - and later, you can use the trigger Person is Created with the constraint of list import - and define Change Data Value as a flow step where you concatenate original notes with new notes by using concatenated tokens -  {{Notesfield}}, {{Custom-Notesfield}}

Hope this helps,

Balkar

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Level 10 - Champion Alumni

Re: Import Notes to Existing Leads

To ensure fields that contain existing values don't get overwritten, your best approach is to create a custom "Notes History" field (field type: text).  And then create a CDV flow step (with choice):

If NOTES is empty, NOTES-HISTORY = {{date/time}}: {{lead.NOTES}}

else

NOTES-HISTORY = {{date/time}}: {{lead.NOTES}}, {{lead.NOTES-HISTORY}}

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Level 6

Re: Import Notes to Existing Leads

Thanks Dan, but I tried this and it doesn't seem to work. Does it work with data type "text" or only with "String"? (when adding the string field, the tokens are "auto-completed", it is not the case in text)

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Level 10 - Champion Alumni

Re: Import Notes to Existing Leads

Can you include screenshots of the smart campaign (smart list and flow) that is processing this upon import?

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Level 6

Re: Import Notes to Existing Leads

Hi Dan, it was sorted out, I think I had I mis-typed the token name.

I'm trying to add a line break between the new notes and the old ones, is that possible?

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Level 10 - Champion Alumni

Re: Import Notes to Existing Leads

We use Sanford Whiteman's approach here (don't be overwhelmed by the steps involved - as long as you follow them as outlined, it's very easy to implement): http://blog.teknkl.com/dark-mkto-alleys-line-break-token/

Also, rather than create a token in every program that needs this, just create it at the folder level so that all sub-folders/programs will inherit the token.

Once deployed, we use it as follows:

{{system.dateTime}}: {{trigger.Web Page}}{{my.line-break}}{{lead.Avanade Web Page History}}

View solution in original post

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Level 6

Re: Import Notes to Existing Leads

I followed the instructions and it worked, thanks!

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Re: Import Notes to Existing Leads

I would create a new custom field, as Balkar said, named something like "Notes Temp" (Text type).  Import new notes into "Notes Temp" and then have a smart campaign that concatenates the "Notes Temp" and "Notes" together.

Smart list:

Trigger - Person is created

Trigger - Data Value Change > Attribute = "Notes Temp"; New Value = is not empty

Filter - Notes Temp is not empty

Flow:

Change Data Value > Attribute - Notes; New Value = {{system.date}}-{{lead.Notes Temp}} | {{lead.Notes}}