Bulk loading permissions

Don’t worry. You don’t have to set up every Privacy Permission manually. There are a number of Privacy Permissions that can be created as data imports based on your existing permissions and consents. This is the initial setup. The ongoing maintenance is covered next.

Start with those that have the most solid privacy permissions and then work back chronologically in time based on the last time you talked to the person. So, you can add Privacy Permission records for the following situations:

  • Contracts: for those customers with active contracts you can add a Privacy Permission record and expiry is the contract length.
  • Open opportunity: for contacts in the sales cycle where opportunity last updated date is within "x" months where "x" is your policy (e.g. x = six months?).
  • Subscribed to newsletter/blog: for subscribers where subscribe date is within "y" months, where "y" is your policy (e.g. y = six months?)
  • Leads / contacts: where campaign date is within "z" months, where "z" is your policy (e.g. z = three months?)

The easiest way is to run a lead or contact report is by exporting to XLS. Then add the additional fields to the XLS and use this to import the data into the Privacy Permission record. When a Privacy Permission is added, the Privacy Opt-ins are automatically created.

Data Privacy Manager Data Upload

The Data Privacy Manager has a privacy upload tool. Access it in the left menu of the Data Privacy Admin tab in the app.

It can be used to bulk load Privacy Permissions for leads or contacts from a CSV file in UTF8 format with Column A as record IDs. Use this if you want ALL Privacy Permissions to be added with the same Privacy Source, date, and description for every lead or contact in the CSV file. If you want to load different Privacy Sources, dates, and descriptions from one CSV file, then use the Salesforce Data Import Wizard which is in the next section.

The importer has three steps.

  1. Select the Privacy Source that will be added for all leads or contacts in the CSV file.

   2. Is the CSV file leads or contacts? Select the date and add the description.

   3. Add the CSV file. The first column needs to be the LeadID or ContactID. To create the CSV file, run a report in Salesforce, export as XLS and convert to CSV.
Once uploaded, hit Next, confirm the details and hit Upload.  

Salesforce Data Loader

Salesforce has a data loader app for Windows and Mac. In Setup, search "data loader" and you can download the installer.

You can import Privacy Permissions using the Data loader from a CSV file.

The information must be provided in following order:
Column A: LeadID or ContactID (mandatory field)
Column B: Privacy Source ID (mandatory field)
Column C: Start Date in format YYYY-MM-DD (mandatory field)
Column D: Description (mandatory field) 

Salesforce Data Import Wizard

You can import Privacy Permissions using the Import Wizard. In Lightning, go to the Privacy Permissions tab and click the Import button. In Classic, go to Setup and search "Import". 

The CSV file needs no header. The information must be provided in following order:
Column A: LeadID or ContactID (mandatory field)
Column B: Privacy Source Shortcode or Privacy Source ID (mandatory field)
Column C: Start Date (mandatory field)
Column D: Description (mandatory field) 

If the system cannot find a matching Lead ID or Contact ID during upload, it will not add the Privacy Permission.

NEXT: Using Salesforce automation to add Privacy Permissions in Data Privacy Manager

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