Prepare import run

Imports > Prepare import run

The Prepare import run form is used to upload a data file, once a template has been previously configured with the Import Configuration form.

Open the Prepare import run form in the navigation menu.

Choose the Execution type:

Scheduled. If this option is chosen, the import is executed on the date specified by the user in the Day to be finished setting, usually in the first hours on that day (server time). Note that this schedule might be modified during the daylight saving time (DST) change (the import will be run the next day instead, for the Spring adjustment, and normally run once for the Autumn adjustment) , or during possible server downtime (the import will be run the next day instead).
Instant, which is executed immediately, and in this case the Day to be finished setting is disabled. Instead, useful information such as Imports in queue and Historical runtime are displayed.

Large imports consume system resources. For this reason, whenever practical you should use a Scheduled execution type, which is run when the system is not under heavy resource use by interactive users.

Also, be aware that scheduled imports are always run before scheduled reports.

In the Import details section, choose your Template (you can easily find it by first using the Filter on table). Note that there is a template called Record rename import for <selected table>, available for all tables; you can read more here.

Optionally, use the Get new data file with headers button to download an .xlsx file, ready to fill in the data you need to import.

In case you need to limit the view of Templates depending on the user role, the Field rights form must be used.

If an Insert only template type is executed on a table with Auto create setting, the first column of the Excel file (i.e. the record name) must have non-existent record names, in order to successfully create new records (using the next consecutive number after the highest record name in the table). For instance: the highest number of the existing record list is "1004", but the data file contains records with names between "1050" and "1100", and a record "1003"; then, the record "1050" will be imported as "1005", the "1051" as "1006" and so on, but the Excel row with record "1003" will not be created as a new record, and it will be treated as a remark in the import log after uploading the file.

As for the Insert or update template type with Auto create setting, if an existing record name is found in the first column of the data file, then it will be updated. Otherwise (i.e., if the record name does not exist), it will proceed with the insertion of a new record, using the next consecutive number after the highest one in the table.

Also, note that fields in the template that were set as Mandatory and/or Unique in the Data model editor), are also mandatory and unique in imports; i.e., an import file that lacks a value for a mandatory field or contains duplicate values for a unique field will fail.

A different Record group can also be selected to receive the new records, if desired. If no group is selected, the import will automatically attempt to use the Default record group, which must be granted to the user running the import. Otherwise, a group that the user has rights to, must be selected.

Browse for the data file you want to import data from.

Remember that it is very important to prepare the data file before uploading, according to the general information about Imports.

The Skip empty cells checkbox is ticked by default, but can be un-ticked if desired. In this case, empty cells in the Excel file result in records instances being created or updated with a corresponding empty field value.

The Include rule statistics in log checkbox can be ticked to add information in the import log file (generated after the import is completed) regarding rule invocations (first level only, it does not display rules triggered by other rules). To be able to use this functionality, the form right called Allow include rule statistics in log must be ticked. Naturally that if no rules are invocated during the import, no statistics will be added to the import log.

The E-mail section is used to configure e-mail actions taken as a result of running the import. In this section, you can select to send an e-mail when the import concludes successfully (by ticking the Mail on success checkbox) and/or when the import ends with an error (by ticking the Mail on fail checkbox). Multiple e-mail addresses can be added to the list by typing them individually in the text box shown and clicking the Add button. Individual e-mail addresses can also be deleted from the list, by selecting them and clicking the Delete selected button.

Click the Upload preparations to queue button. Note that, after this, information about the import is displayed at the top of the form, and a link is available to go to the Import queue form, which shows that the import operation has been queued on the IS Tools server. Also, a notification will be sent to let you know when the import is ready. Note that scheduled imports are visible in the Future scheduled imports tab of the Import queue form, while instant imports are shown in the Processed imports tab.

A data file can be stopped from being uploaded even if the actual number of columns and rows to be imported is lower than the allowed limit set in the Application preferences form, in case it exceeds the limitation of the size of an Excel file to be imported. The recommended solution is to split the file and import the parts separately.