Almost all about External list

management (ELM)
created by Dhruvin Mehta on 19-Jun-2013 12:40, last modified by Dhruvin Mehta on 19-Sep-2013 11:46
Version 4
inShare3

Hi All , I have been working with ELM since past few days. and I would like to share some knowledge
about ELM , Configuration for ELM , Enhancing ELM , Troubleshooting ELM and someother things or
tips as well.
ELM :
What is ELM : ELM , External List Management is used to pull data from external sources such as
your Flat files ( text , csv) and upload the same in System for Creation of Business Partnes , Activities
, Lead or Prospect and Target Groups.
So the ELM : 1st gets data from External Source, 2nd it Maps that data as per your requirment and
3rd it creates Business Partner or Business Transactions ( Activity , Lead ).
You can use this for High Volume data as well.
So before you start using ELM you need to do some configuration.
Goto SPRO->Customer Relationship Management->Marketing->External List Management.
* Define List Type :
In this activity you define types for your lists. The values that you define here will then be available
in the input help for the field Type. It consists of a technical key and a short description. In our Case
we have used standard but you can create your own List type. Just create New List type and select
while creating ELM. You can also check Rented indicator ( If the data in an address list is rented, a
category must be assigned to this list in which in Customizing the indicator is set to Rented.)
For Rented : :
Business partner master records where the indicator Rented is set, are not distributed to CRM Mobile
and not distributed to the connected OLTP Systems. Only when the indicator Rented is removed from
the business partner, can the master record distribution take place.

* Define List Origin :

In this activity you define the possible origins of your lists.
The values that you define here are available in the input help for the field Origin.
For each origin defined you can set the Consumer indicator to determine whether general business
partners or consumers are created when you generate business partners.
You Can assign the the origin of an identification type for the business partner. For detailed information, see
the definition of Origin.

Identification numbers must be mapped to the fields ORG_ID_NUMBER or PERS_ID_NUMBER in ELM's

mapping tool.
in our case we needed to create customer for particular Identification type so above two statement is
very important if you need to create your business partner
if you want them to create with Identification number.

* Implement Workflow Customizing :

Before you do this step you need to go to SWU3(tcode) for automatic Workflow customizing and
make proper settings.
You need to goto PFTC and open WS14000029 then goto Workflow builder then goto its Basic Data
and in Agent assignment Task you need to check Genral Task.

Above is the Basic Configuration for ELM and is ready to use.

Creation :
1) For using ELM we need to create Mapping Formats.
2) Creating ELM. Give Mapping format , List type , List origin and your file path while executing ELM.
3) check for errors ( if any ) or see the data.
in Detail : Step 1 : Creating Mapping Formats:
Go To Marketingprofessional Business Role and Create Mapping.( One Time Activity ).
1) you need to Feel ID for Maping Format and Categoty : you can select the Categories of Data which
has to be uploaded.

(In my scenario I am creating Business Partner and Activity Transaction , So i Have Selected
Addresses and Activities)
2) Now You need to MAP. For More Ease you can select a file in which your data will be there. upload
it and make sure it doesnt have
header data and only one row of data. Or else you can directly Map the data. (as i have done below)
Left Side of table ( Field mapping , contains field which will get uploaded ). Select the Value from Left
, Select the number of columns from right and Click on Map.
In below screen shot its been shown.

Note : You can also give your own Mapping Rule. For exmple Constnat which i have shown below.

Step 2 : Creating ELM.

Marketing->External List Management ( Create )
Below Screen is for Creating External List ( uploading file ).
1) General Data
->ID
-> External List Origin ( This we have defined while customization ELM ) : We have assigned 1
Identification number for our External List origin as External List Management
-> External List Type : Declared in customizing.
( Customizing is shown above )
-> Mapping Format : Give Mapping Format which we have created in above step.
2) Process Steps :
1) Read Data : We have to provide File path by clicking button "Select Client File" or "Select Server
File".
Give deliminator as per your requirement.
2) Map Data : this tick will Map Data From File to Mapping Format we have created.
3) Maintain Business Partner : This Will be ticked if one wants to create business Partner From File
( We have to define and wrote logic in Badi : CRM_MKTLIST_BADI)
This Business Add-In (BAdI) is implemented as a part of External List Management (ELM).
For Business Partner Creation : Method : CREATE_BUSINESS_PARTNERS
4) Create Business Transaction : This Will be ticked if one wants to create business transaction From
File
( We have to define and write logic in Badi : CRM_MKTLIST_BADI)
This Business Add-In (BAdI) is implemented as a part of External List Management (ELM).
For Business transaction Creation : Method : CREATE_BUSINESS_TRANSACTIONS.
You need to mention in the External list when to run the list. Immediately or on certain time.

Note : You can also look into default implementation class :CL_DEF_IM_CRM_MKTLIST_BADI for
refrence.

after filling all mandatory and required fields you have to press button in upper left corner "Start".
This will start ELM and dpending your process steps functions will trigger.
Below screen shot is of after completion of Process steps.

after Successfull execution of ELM you can see the list recird by clicking on button "Show List
Records".
Error Handling in ELM. When your file contains some error ( you can also write your own logic , in this
case I have).
Below is the screen shot.

Click on Error to see further information.

Error Handling in ELM. (CODE)

ES_ERROR-TYPE = 'E'.
ES_ERROR-ID = LV_MSGID.
ES_ERROR-NUMBER = LV_MSGNUMBER.
ES_ERROR-PARAMETER = LS_MKTLIST_PER-C_HEAD_GUID.
ES_ERROR-MESSAGE = LV_MSGTEXT.
ES_ERROR-MESSAGE_V1 = LS_MKTLIST_ADR-ID_NUMBER.
EV_ERROR = 'X'.
APPEND ES_ERROR TO ET_MESSAGE.
Note : Remember to pass C_HEAD_GUID while appending the message to exporting table of method.
For more info : http://scn.sap.com/thread/3386674.

Enhancing and Adding fields in ELM for mapping :

There are requirments to add custom fields for elm because may be standard fields are not sufficient
enough for some
customers.
for that purpose we have to use below Structures.
CRMT_MKTLIST_ORG_EXT,
CRMT_MKTLIST_PER_EXT,
CRMT_MKTLIST_ADR_EXT,
CRMT_MKTLIST_CP_EXT,
CRMT_MKTLIST_ACT_EXT,
CRMT_MKTLIST_LEA_EXT,
CRMT_MKTLIST_BCI_EXT.
We have to create an append structure in above structures in case if we want to add aditional field.
below is the screen shot.

As soon as the append structures are created and activated, respective fields would start appearing
as available fields for the mapping formats.
How To : Create BP with Stree2 field ( Which is not available in standard
CRMT_MKTLIST_ADR_EXT struct )
Step 1 : We added appenbd structure with 1 field ( stree2 in our case ) in
CRMT_MKTLIST_ADR_EXT.
Step 2 : This field now will be available for mapping,. Map the field with your file's field.
Step 3 : Write logic to add street2 in BP. in method
ofIF_EX_CRM_MKTLIST_BADI~CREATE_BUSINESS_PARTNERS. There are two methods
CREATE_PERSON and UPDATE_PERSON ( if you have copied standard classes method
which we described above).
(As its a badi you can write logic easily with your requirment , and even standard logic if you see is
very easy to understand).
Issues and its Resolution :
If you have created the mapping for Addresses and if you have not added
ISO code PERS_COUNTRYISO
it will throw an error. "Address incomplete; enter country". So you have add Country Code in your
mapping.
If tour taget file doesnot contain country you can add Constant in mapping rule.
Postal Code PERS_POSTL_COD1
above filed for PO code is also nessacary.
Campaing Element is also nessacary to create business transaction such as activities and leads.
I have read about doing implicit enhancement in method CHECK_RESPONSE of class
CL_CRM_MKTLIST_MR_CHECK_TOOLS and write the logic to remove corresponding error
message with message class CRM_MKTLIST_MR and message id 281.
But in my case I have created a DUMMY campaign Id and
Commented my badis code for creation of docflow (badi code) in this way you dont need to do implicit
enahancement although that is also very good approach.
Debugging
As we have implemented the badi CRM_MKTLIST_BADI. one must need to debug as sometime debugging is
the only option
but when you run ELM these process steps are triggered by workflow user so if you directly put
external breakpoint in badi it wont stop for debugging so below is the way for debugging.
1) Open FM(Se37) CRM_MKTLIST_WORKFLOW_DEBUG put external breakpoint here.

2) Go to your user parameters for which you want to enable debugging (SU3) and insert a Parameter with
IDCRM_DEBUG_CODE and value as
MKTLIST.
3) Now put external breakpoint in badi methods.
4) Run ELM. Debbuging session will open . 1st it will go on FM CRM_MKTLIST_WORKFLOW_DEBUG.
press F8 , you will be in your badi method in which you have put external Breakpoint. so it will stop there and
you can debug...

External List Management in SAP CRM

You can create and maintain external lists in SAP CRM by acquiring specific data from external
providers and using this data to gain new business partners. The data from external providers could
include information on:
Business partner addresses
Marketing attributes of business partners
Business transactions-related information, such as activities and leads
Survey details
External List Management involves procuring external data, defining mapping formats, checking and
preparing the data, updating existing data, creating business partners, using these business partners
in marketing campaigns, and analyzing (reporting) the methods used.

Activities

Mapping Formats in ELM

You need to maintain a mapping format to map data while maintaining external lists. The external
list can be mapped directly to the SAP Business Partner structure. For more information,
see Mapping Fields andMapping Rules.
Maintaining External Lists
For more information, see External Lists in SAP CRM.

External List Management in SAP

NetWeaver BI
The steps used for External List Management in SAP NetWeaver Business Intelligence (BI) are very
similar to those in SAP CRM. However, there are some functional differences, which are explained
below.

Features

Mapping
In the SAP business partner structure, you use the mapping format 0ELM_I to convert the data
transferred from SAP NetWeaver BI into SAP CRM. The mapping format ID is coded in the

implementation of the Business Add-In Define Set Up of Field List for BW

Data (CRM_MKTLIST_BW_FIELD).
In SAP CRM, if you have enhanced structures where the data from the address list is stored until
business partners are created and if you have defined an implementation of the BAdI
(CRM_MKTLIST_BW_FIELD) you must define a mapping format. This mapping format must cover
the enhanced structure in SAP CRM. For more information, refer to the documentation for
DataSource 0ELM_GUID_I_ATTR.

External Lists in SAP CRM

This process enables you to create, update, and maintain external lists in SAP CRM. This process
also includes the import of external lists along with marketing attributes and assignment of marketing
attributes to existing or new business partners.

Note
For more information about possible errors and troubleshooting in External List Management, see
SAP Note708557.

Prerequisites
You have maintained your settings for External List Management. For more information, see IMG
for Customer Relationship Management and choose Marketing External List Management .

Process
From this screen, you can maintain the following:
General Data
o To create a new external list, you must maintain the external list ID and data including list
origin, list type, costs, maximum number of uses or maximum usage date, allowed end-of-use
date, gross number of data records. You can choose the file name and the path and also give
the type of field separator for importing the data from a local PC file.
o In case of rented external lists, you must enter either the permitted number of uses or the
allowed end-of-use date. You cannot maintain both for a rented list.
o You can select a data file from the workstation or the application server. If the data file is from
the workstation, it is first transferred to the application server and stored as a temporary file. To
upload the file, the data file must be in the application server.

Recommendation
o

SAP recommends that for efficient performance, large data files should be selected from the
application server.
If you select a new file after executing the step Upload File, all data created by previously
executed steps is deleted and you are required to repeat all steps. You cannot change the
location of the file after executing the step Business Partner Creation, if business partners are
created.

If you choose the field separator as Other Character, you must enter a separator character. For
predefined field separator types such as Comma, you cannot enter a separator character.
o For each origin defined, you can set the Consumer indicator to determine whether general
business partners or consumers are created when you generate business partners. For more
information, see Customizing for CRM and choose Marketing External List Management
Define List Origin .
Data after mapping
You can display the temporary data after you have performed the step Map Data. You can view all
the data records that have been mapped successfully.

Note

You can only view up to 4 records due to performance reasons. By default, records 1 to 4 are
displayed. To view a different set of records, change the start position of the records.
Key figures
You can display some of the key figures for the external list using the Key Figures assignment
block.
External lists
o You can create and maintain external lists using the various options provided such as:
o Upload External List
o Map Data
o Check for Postal Correctness
o Check for Duplicates
o Maintain Business Partners
o Create Business Transactions
o Maintain Target Group
o Delete External List
Due to performance reasons, all steps are executed in the background by the workflow
processing.
o You can mark the step(s) that you want to execute and specify the error attribute and the
repeat attribute for each step.
o You can assign one of the following values to the error attribute:
o Continue & Process error free records: If errors are found while executing the steps, the
processing does not stop. The steps subsequent to this will be processed only with the
error free records.
o Stop on error: If errors are found while executing the step, the processing stops after the
step is finished. The steps subsequent to this step are not processed.
o You can specify the repeat attribute as follows:
o All data records (REPEAT_ALL): If you select this option, then all data records are
processed again with step repetition. If this is not flagged, only erroneous records are
processed again with step repetition.

Note
o

Not all steps can be repeated with All Data Records flagged. You can choose this option
only if the step has already been executed.
After you have marked the steps to be executed, enter the start data (start type, start date,
start time) and save the external list. A Workflow task is created and starts as specified in the
start data.

Note
The external list switches to the display mode if you have specified the start type as Start
Immediately.

Mapping Fields
Target fields to which the external data can be mapped. Depending on the chosen mapping format,
the target fields can be one or more of the following types: Person, organization, attribute, lead,
activity, survey.

Note
If the following criteria have been met, you can update the business partner data directly:
The columns containing numbers representing business partners in the external file are mapped to
the fields PER_NO and ORG_NO in the target structure.
The data is correct and up-to-date.

Structure

In a Business-to-Business (B2B) scenario, the data of the organization and person must be in a
single record in the file.
The table below lists details of organization-related and person-related mapping fields.
o The column BP Table contains a list of table names where mapped entries are stored during
business partner processing.
o The fields ORG_ID_NUMBER and PERS_ID_NUMBER contain additional identification
numbers of the business partner, such as the social security number or the Dun & Bradstreet
number. For more information, see Customizing for Customer Relationship Management and
choose Marketing External List Management Define List Origin .

Category

Mapping Field

Description

BP Table

BP Field

Organization

ORG_TITLE_KEY

Title of the business partner

BUT000

TITLE

ORG_NAME1

Name 1 of the business partner

BUT000

NAME_ORG1

ORG_NAME2

Name 2 of the business partner

BUT000

NAME_ORG2

ORG_NAME3

Name 3 of the business partner

BUT000

NAME_ORG3

ORG_LEGALFORM

BP: Legal form of the business

BUT000

LEGAL_ENTY

partner
ORG_FOUND_DATE

Founded on date of the organization

BUT000

FOUND_DAT

ORG_TELEPHONE

Telephone: Dialing code number of

ADRC

TEL_NUMBER

the business partner

ORG_TEL_EXT

Telephone: Extension of the business ADRC

TEL_EXTENS

partner
ORG_FAX

Fax number: Dialing code number of

ADRC

FAX_NUMBER

the business partner

ORG_FAX_EXT

Fax number: Extension of the

ADRC

FAX_EXTENS

ADR12

URI_SRCH

business partner
ORG_URI

URI, for example, homepage or ftp

address of the business partner

Organization

ORG_LANGUAGE

Business partner language

BUT000

BU_LANGU

ORG_URI_TYPE

Indicator for URI type

ADR12

URI_TYPE

ORG_CITY

City of the business partner

ADRC

CITY1

ORG_POSTL_COD1

City postal code of the business

ADRC

POST_CODE1

address

partner
ORG_POSTL_COD2

PO box postal code of the business

partner

ADRC

POST_CODE2

ORG_PO_BOX

PO box of the business partner

ADRC

PO_BOX

ORG_PO_BOX_CIT

PO box city of the business partner

ADRC

PO_BOX_ LOC

ORG_STREET

Street of the business partner

ADRC

STREET

ORG_HOUSE_NO

House number of the business

ADRC

HOUSE_NUM1

ADRC

COUNTRY

partner
ORG_COUNTRYISO

Country ISO code of the business

partner

ORG_REGION

Region (state, province, county) of

the business partner

ADRC

REGION

ORG_ID_NUMBER

Identification number of the business

partner

BUT0ID

IDNUMBER

ORG_NATION

ID of the international address version ADRC

NATION

of the business partner

Person

PERS_TITLE_KEY

Title of the business partner

BUT000

TITLE

PERS_FIRSTNAME

First name of business partner

BUT000

NAME_FIRST

PERS_LASTNAME

Last name of business partner

BUT000

NAME_LAST

PERS_INITIAL

Second forename of the person

BUT000

INITIALS

PERS_TITLE_ACA1

Academic title: Key of the business

BUT000

TITLE_ACA1

partner (organization)
PERS_BIRTHDATE

Date of birth of business partner

BUT000

BIRTHDT

PERS_SEX

Gender of business partner

BUT000

XSEXM, XSEXF,
XSEXU

PERS_MARITALSTAT Marital status of business partner

BUT000

MARST

PERS_TELEPHON

Telephone number: Dialing code

BUT051 (B2B)

TEL_ NUMBER

number of the business partner

ADRC (B2C)

PERS_TEL_EXT

Telephone number: Extension of the

BUT051 (B2B)

business partner

ADRC (B2C)

PERS_FAX

Fax number: Dialing code number of

the business partner

BUT051 (B2B)
ADRC (B2C)

FAX_NUMBER

PERS_FAX_EXT

Fax number: Extension of the

business partner

BUT051 (B2B)
ADRC (B2C)

FAX_EXTENS

PERS_E_MAIL

E-mail address of the business

BUT051 (B2B)

SMTP_ADDRESS

partner

ADR6 (B2C)

SMTP_ADDR

Pager information stored as

ADR13

PAGER_NMBR

BUT000

BU_LANGU

PERS_LANGU_CORR Correspondence language of the

business partner

BUT000

LANGU_CORR

PERS_CITY

ADRC

CITY1

PERS_POSTL_COD1 City postal code of the business

partner

ADRC

POST_CODE1

PERS_POSTL_COD2 PO box postal code of the business

ADRC

POST_CODE2

PERS_PAGER

TEL_ EXTENS

telephone number with an SMS

indicator
PERS_LANGUAGE

Person address

Business partner language

City of the business partner

partner
PERS_PO_BOX

PO box of the business partner

ADRC

PO_BOX

PERS_PO_BOX_CIT

PO box city of the business partner

ADRC

PO_BOX_LOC

PERS_STREET

Street of the business partner

ADRC

STREET

PERS_HOUSE_NO

House number of the business

partner

ADRC

HOUSE_NUM1

PERS_COUNTRYISO Country ISO code of the business

partner

ADRC

COUNTRY

PERS_REGION

ADRC

REGION

BUT0ID (B2C)

IDNUMBER

Region (state, province, county) of

the business partner

PERS_ID_NUMBER

Identification number of the business

partner

PERS_NATION

Description of
function

ID of the international address version ADRC

of the business partner

NATION

CP_FUNCTIONNAME Function name of the business

partner

BUT051

FNCTN

CP_FUNCTIONKEY

BUT051

PAFKT

Function key

The table below lists details of activity-related mapping fields. The column Activity Table contains
a list of table names where mapped entries are stored during business transaction creation.

Category

Mapping Field

Description

Activity Table

Field

Activity

TEMPLATE_ID

ID of activity template

CRMD_ORDERADM_H

OBJECT_ID

PROCESS_TYPE

Business transaction type

CRMD_ORDERADM_H

PROCESS_TYPE

DESCRIPTION

Transaction description

CRMD_ORDERADM_H

DESCRIPTION

ACTUAL_DATE_FROM

Actual date from

SCAPPT

DATE_FROM

ACTUAL_TIME_FROM

Actual time from

SCAPPT

TIME_FROM

ACTUAL_DATE_TO

Actual date to

SCAPPT

DATE_FROM

ACTUAL_TIME_TO

Actual time to

SCAPPT

TIME_FROM

USER_STATUS

Object status

CRM_JEST

STAT

PRIORITY

Priority of the activity

CRMD_ACTIVITY_H

PRIORITY

CATEGORY

Category of the activity

CRMD_ACTIVITY_H

CATEGORY

The table below lists details of lead-related mapping fields. The column Lead Table contains a list
of table names where mapped entries are stored during business transaction creation.

Category Mapping Field

Description

Lead Table

Field

Lead

TEMPLATE_ID

ID of lead template

CRMD_ORDERADM_H

OBJECT_ID

PROCESS_TYPE

Business transaction type

CRMD_ORDERADM_H

PROCESS_TYPE

DESCRIPTION

Transaction description

CRMD_ORDERADM_H

DESCRIPTION

START_DATE

Lead: Start date

SCAPPT

DATE_FROM

EXP_END_DATE

Lead: Expected end date

SCAPPT

DATE_FROM

USER_STATUS

Object status

CRM_JEST

STAT

LEAD_PRIORITY

Opportunity/lead priority

CRMD_LEAD_H

IMPORTANCE

LEAD_GROUP

Lead group

CRMD_LEAD_H

LEAD_TYPE

MANUAL_QUAL_LEV

Lead qualification level (manual)

CRMD_LEAD_H

QUAL_LEVEL_MAN

ORIGIN

Origin of opportunity/lead

CRMD_LEAD_H

SOURCE

The table below lists details of response-related mapping fields. The column Table contains a list
of table names where mapped entries are checked against the tables under Table and the fields
under Field during data mapping.

Category Mapping Field

Description

Table

Field

Response PERS_RESP_CODE

CRM Marketing: ICRH - personalized

CRMD_IM_ML_ITEM

PRC

response code - character

COUPON_CODE

Coupon code

CRMD_MKTPL_COUP OFRCODE

CAMPAIGN_ELEMENT Campaign element

CGPL_TASK

EXTERNAL_ID

ORG_NUMBER

Business partner number of organization

BUT000

PARTNER

PER_NUMBER

Business partner number of person

BUT000

PARTNER

More Information

For more information about enhancing structures with appended fields, see Structure
Enhancement Using Appended Fields.
For more information about how to create an implementation of the Business Add-In for the
appended fields, see User Implementation of BAdI for Appended Fields.
For an example on how to append fields to structures and how to create an implementation of the
Business Add-In, see Example: Enhancements for Industry Sector and Industry System.
For more information about External List Management, see External List Management in CRM.

Mapping Rules
You can define a mapping rule for every mapped field.

Features
You can define the following mapping rules for the fields:
Values
You use this rule to assign values to the mapped fields. Select the mapped field and assign the
possible values. You can enter these values from the tables, predefined values from a domain, or
the search help attached to the data elements.

Example

The target field ORG_TITLE_KEY in the mapping tool refers to the field Title in the table BP:
General data I (BUT000). The mapping tool displays the entries maintained in the Customizing
table Forms of Address (Key) (Business Address Services) (TSAD3) for the field
ORG_TITLE_KEY.
In Customizing, if the title key is maintained as 0001, which refers to Mr., and the external list
contains the value Mister, which must be mapped to the field Title in the business partner, then
you can maintain this in the Assign Values table after choosing 0001 from the possible values.
You can assign multiple values to a field in the possible values option.
The target field PERS_SEX in the mapping tool can be assigned to one of the following fields in
the tableBP: General data I (BUT000): XSEXM (Male), XSEXF (Female), or XSEXU (Unknown)
On selection and mapping of the field PERS_SEX, blank, 1, or 2 referring to Unknown, Female,
and Male are displayed. These values are from the domain BU_SEXID.
Constant
You can use this rule to assign constant values to mapping fields that require all the business
partners to be created with a constant value irrespective of their corresponding entries in the
external list.

Example
All business partners that were created using an external list are potentially from the same
country, for example, Germany. In this case, the field PERS_COUNTRYISO is mapped and the
constant value DE is

Techskills
April 4, 2008

SAP-CRM External List Management ( ELM ) in WEB-IC

Filed under: SAP,SAP CRM kumar @ 10:59 am
Tags: CRM, DATA LOAD, ELM CRM, SAP, SAP CRM
This is on CRM 5.2 You can only use web IC to create the Mapping formation. Dont use
win clinet for this. SAPs intention is to move every one to the Web Client(WEB-IC).
ELM (External list management) is used to load the external data from outside system in
to the CRM system.
ELM is used to load the new customer information (create new BP) or update the existing
customer information (update the BP).
When we load the data from the excel or text (.CSV file or .txt file) the customer data
will be created as a prospect(or any other role that you want).
For loading the data using ELM we need to do the following steps.

Create mapping

Use the created mapping in the external list

Create mapping format

Menu in web IC
Marketing-> Mapping Format(Under Create).
The screen looks as follows.

General Data Area: You need to fill out the ID and the description. In the Category I
selected address. You can select other options if you have more data about the BP.

Select a file with one record Make sure that you dont have any header information.
Once you selected the file you need to mention the Delimiter of the file. Click on the
refresh the data will show in the field mapping. You need to go thru and figur out if you
want to create a person as a BP or a Organization as a BP. You can use the drop down in

the targeted field filter and select the type of data that you want to load. once you
selected the data type the target field will appear in the right hand side.
Now select the value on the left and the filed that you want to populate on the BP right
and click on theMAPthat is available on the left hand top corner of Available Target Fields
table. Not the Fields are Mapped.
Mapping Rules for each fields: There are some standard validation. There are all DATA
validation. If you need a specific validation on a particular field then you need to select
the filed and click on add mapping rule. You have three rules that you can add to a filed.
1. Values (look up values like check table) 2. Constant (all the Fields will have the same
value even the input has different value, this will override any values) 3. Code (you can
write a abap code to manipulate the data how ever you want).

Create External List (use the created format)

After creating the mapping format in the CRM system you need to create the New
External list.
Menu in web IC
Marketing-> External List(Under Create).
The ELM creation screen looks as follows.

ID and origin and Type are the three main thing we need to consider. If you use type as
rented then you need to give the number of times that you can use the data or the date
that you can use the date.
You need the select the Mapping format that you created. Once that is created you need
to select the data file that you want to import and the delimiter of the data file.
Once you selected the data you have to go thru the process steps.
1.Read file( this will read the data from the file and store the data in the CRM system)
2. Map data. This will start mapping the data from the file using the map that you
created in the the system to the BP information.
3. Check postal Correctness. (you can check the address using the third party to make
sure that you have the right information about the customer).

4. Check for Duplicates. You need to have your TREX turned on and this is config where
you have to tell if you need the Duplicate check on the data The fields are name and
address of the data.
5. Maintain Business Partner. This will Create or Maintain the BP information.
6. Create Business Transactions This will create leads or activities when creating or
uploading the BP information.
7. Maintain target group.
There is a rented flag in the BP. The system will automatically delete the BP with the No
of uses or with the date that is provided for the BP. If the BP is not our customer by that
time then the data will be deleted.
You need to mention in the External list when to run the list. Immediately or on certain
time(run thru work flow).
Once the data is loaded you can go and see if there is any error on the data you can fix
the error to reprocess the external list. The successfully completed process are not
repeated.
Target group and Profile set: You can create new or use the existing target group and
attach to the customer. You can create/use the existing profile set and later tie this to
the Marketing Campaign so that we can use this customer to show products in the
product proposal and in the Top-N-List using the Attributes that we have in the BP.

Check this in detail in sap Help

http://help.sap.com/saphelp_crm50/helpdata/EN/2b/5284425557e255e10000000a1550
b0/content.htm
UPDATE :
See the following link for the Processed and Error Records and process summary
http://techskills.wordpress.com/2008/06/25/sap-crm-external-list-management-elmprocess-and-error-list-process-summary/
I hope this helps. Please leave me comments if you have any questions.