Importing Data
  • 02 Mar 2023
  • 2 Minutes to read
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Importing Data

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Article Summary

Select the file with the data to be imported from the drop-down list of uploaded files and select the necessary sheet from the drop-down list next to it. If you need to make changes to your file, click Edit File. If the file is ready for import, click Start Import.

Mapping Fields

Clicking the Start Import button opens the Data Mapping dialogue.

The system list fields are displayed on the left. They are divided into two sections for mandatory and optional fields respectively. The columns of the data import file are displayed in the Import file fields column on the right.

In the Mandatory fields section, select the corresponding data file columns from the drop-down lists on the right. If the list field names coincide with column names in the data import file, they are mapped automatically, but this mapping can be changed.

After all the mandatory fields are mapped, the section for mapping optional fields will be displayed automatically. All the Import file fields are listed as non-editable and you need to select the corresponding list field name from the drop-down lists on the left. Select the Not Selected option if you do not want to import data into certain fields.

The Data Mapping dialogue also allows you to set up the date and time field format. The default value is d MMM yyyy.

When importing data for the Employees dataset, the system offers you an option to automatically create Employment History records for new employees. To do this, select the Create Employment History check box at the top of the form.

Validating and Importing Data

If you would like to validate your data before proceeding with the import, click Validate in the Data Mapping dialog. The system will look for records that are incomplete, contain values of the wrong type or in the wrong format, and so on.

The system will generate a validation log, which is a spreadsheet file containing all the records with incorrect data and an additional column describing the mistakes in each of the records. The file name will be generated automatically as <original file name><_file id_><_log><date and time of validation operation>. The file will be available from the drop-down list in the corresponding dataset row or directly in the Data Import Library.

The system will also display the number of records that did not pass the validation as the number of records left in the resulting message.

You can download the log file with invalid records from Data Import Library, correct the mistakes and upload corrected file back to the system or edit it directly from the Data Import main page using the Edit File button.

You can also go directly to importing the data by clicking the Proceed button on the Data Mapping form. The system will run the validation automatically, generate a log file and display the same information as for the validation with the number of records updated, added and left.

After the data import process is complete, you can view it by clicking Edit in Datasheet View and you will also see the updated number of records in the brackets next to the dataset name.

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