Import configuration

Imports > Import configuration

The Import configuration form allows you to configure a template where fields of a certain table can be mapped to columns in Excel, i.e. the specification of how and where data in Excel will be imported into the application. Before you proceed using this form, read first general information about Imports.

The following actions can be performed in Import configuration form:

Create an import template

Open the Import configuration form and enter a name in the Name box. Optionally, add a Description. Choose the Template type that best meets your needs:

Insert only. Exclusively used to create new records. If a record already exists in the application it will not be updated with a new value from the Excel.
Insert or update. Ensures that records are updated, if they already exist; or created, if they have not been imported before. This is the normal choice, for instance, when importing from the same data file more than once.

Update only. Can update the fields of existing records, but not create new records nor update the record name.

To update the name of records (i.e., to rename them) go directly to the Prepare import run form. From there, select execution type, and then select the table as a filter. The template drop-down should now only contain import templates for the table. After selecting the Record rename import for <selected table> as Template, a new data file can be downloaded in order to set a new name to the listed records. Like in any other import, the prepared data file must be saved and uploaded before the changes can be performed.

Delete. This will delete all table records that match the record name (even its letter case) in the Excel sheet. In this type of import, the Excel sheet needs to contain data only in column A.

Choose the Table (i.e. the destination on where the records will be imported) and type the Start row, which is the row in Excel where the data begins (excluding titles). Usually the data starts on the second row, and that is why the default value of the Start row is "2".

The Start row should never be set as "1". Otherwise, it is automatically reset to "2" by the system. Therefore, make sure the Excel file you want to import does not contain data in row 1, which instead can only contain the column names, or be left as empty.

Click the Save as new button.

If the table chosen for this template contains mandatory fields set at application level (i.e., set as mandatory in the Data model editor), such fields will be automatically added to the current template (for template types “Insert only” and “Insert or update”), and a message in the section below will appear notifying this, immediately after clicking the Save as new button. Note also that these fields cannot be selected to be deleted in this form.

A new screen called Add fields is displayed, which allows you to add fields in which the data from Excel will be imported. Select the desired fields and click the Add field button (or double-click each of them instead).

The fields are added to a list in the lower portion of the Import configuration form. Note that the list’s first row shows the Record name, always mapped to column A in the Excel sheet. Then, assign to each field of the template the column of Excel where the field data is (i.e. match the fields with their position in Excel).

You cannot assign to a field a column that has already been assigned to another field. Therefore, to swap the columns already assigned to two fields, do the following:

Un-assign the column of the first of these fields (by selecting the empty list item at the top of the drop-down list).
Assign the proper column to the second field.
Assign the proper column to the first field.

Be aware that conventional rules and validation rules will be triggered/applied on imports, so make sure that the data you want to import comply such criteria in order to avoid remarks after running the import.

In case one or several of these fields are part of the criteria in conventional rules, special information is displayed regarding which rules are triggered by such fields in the template. To be able to see this information, the form right called See rule triggers must be ticked. For the moment, no information is shown regarding validations.

You can delete fields from the list by selecting the check-boxes at their left and clicking the Delete selected button. Save your previous changes before performing deletion o addition of fields, since these actions will reset the field mapping that has not been saved.

When you are finished with choosing fields and columns, click the Save button. Your template is now ready to be used.

Note that the list in Template name cannot be limited depending on the user role, i.e., any user with access to this form will be able to (at least) see all templates. In general, it is a good practice not to grant the Import configuration form to roles other that ADMIN and key users.

On the other hand, it is possible to limit the use of templates in the Prepare import run form via Field rights.

Edit an import template

To easily find the template you want to edit, you can use the Filter on table drop-down at the top of the Import configuration form to filter by the tables on which they operate. Then, choose the desired template in the Template name drop-down that displays the names of existing templates. This action will display the fields mapped to the columns in Excel.

Changing the table displayed in the Filter on table resets all the remaining settings displayed in this form section. Therefore, you should not change the filter after configuring the import details.

You can edit the Name, Template type, Start row, add more fields or delete them (by selecting the check-boxes at their left and clicking Delete selected), or map them to a different column of Excel. Change the Table is not allowed.

Click on the Save button after the changes made to the template. Or click Save as new in case you want to create a new template, based on the configuration changed, and keep the original template.

Delete an import template

Choose the desired import template in the Template name drop-down that displays the names of existing templates. Click on the Delete button.

Note that you are not allowed to delete a template if this is used in an import currently being run or queued for execution, or scheduled for future execution.