Prepare Dynamics D365 CRM Data File Using Data Migration Utility

Introduction

In Dynamics 365 CRM or Power Platform, under the Configuration Migration category, Data Migration Utility is useful to prepare a data file by creating a Schema file first and then export data in a selected CRM Environment. By using the following process one can easily create schema files and export data from generated schema files in few minutes. As an example, an account entity /table is considered for an explanation.

Step 1

Navigate to the folder where CRM Tools are generated by Power shell as shown below, if you want to know about how to generate CRM tools using power shell, refer to my earlier post.

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 2

After step 1, locate DataMigrationUtility.exe in a folder and double click on it as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 3

After Step 2, Data Migration Utility exe opens Data Migration utility-related application which was downloaded earlier as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 4

After step 3, Select Create Schema Option and click on continue as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 5

After step 4, in the Common Data Service Configuration Migration tool, the next screen will be appear,  and select Display list of available organizations and click on Login as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 6

After step 5, provide login details of your trial / Development / related CRM environment as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 7

After step 6, once login is succeeded following new screen will open as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 8

After step 7, select account entity and select the following fields to make sure not to select all fields and skip a few Out of Box fields like created by, created on, Modified By, Modified On, import sequence number and date fields, owner related fields, Time zone Rule Version, UTC Conversion and click on Add Fields.

Note
If specific fields are selected make sure to select Add Fields > option as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 9

After step 8, in the right-hand side under Selected Fields and Entities Account Entity will be shown, and then click on Save and Export as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 10

After step 9, a file dialog appears with the title. Enter the file name for the generated schema file there give the required name here I provided Account Schema and click on save as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 11

After step 10, a new confirm dialog appears with the message. The schema save is complete. Would you like to export the data? Select yes as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 12

After step 11, a new window will appear under the save to data file option select … on the right side as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 13

After step 12, the Export Output file popup will appear where you can provide a data file name to save account data here in this example will provide accountdata_28062021 and click on save as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 14

After step 13, the provided data file name appears beside Save to data file option, and click on Export Data as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 15

After step 14, the respective data file will be generated as shown below. And one can open generated file by selecting the option in the popup window Open file location as shown below,

Prepare Dynamics D365 CRM Data File using Data Migration Utility

Step 16

After step 15, our data file is ready for account entity/ table which can be imported to another environment.

Note
Keep the following points in mind during generation of the data file.

  1. Give user-defined data schema and data files to a unique identification.
  2. Always keep track of the folder where this file is extracted.
  3. Take proper care while selecting fields in the selected table/entity.
  4. Take proper care while providing lookups, Date time fields.

Conclusion

In this way, one can easily generate a data file from CRM Environment to export it to another trial/development/designated environment.