Creating an App from a CSV or Excel file

Overview

Creating an app from Excel or CSV file allows you to quickly match fields from your existing data and populate your app with records.

You create an import file as follows:

  • Use the app name for the file name. The file name cannot be longer than 64 characters.
  • Specify a field name for the first row of each column, and input values for subsequent rows.
    • The field name cannot be longer than 128 characters.
    • The field name in the first row for each column cannot be left empty.

Creating an App from an Excel File

  1. From the portal home Screen_Shot_2017-04-20_at_9.58.36_AM.png, navigate to the Apps section.
  2. To the right of Apps, click the plus sign (+).
  3. Select Create from Excel.
  4. On the Create a Kintone App from an Excel File page, click Continue.
  5. From the Prepare an Excel File page, check the boxes to note your file is properly formatted and ready for import.
  6. Once all boxes are checked, click Continue to Upload Screen.
  7. Click Browse and navigate to the desired file to upload. 
  8. Under Check the Preview, adjust the import range for an Excel file by clicking Adjust the import range and display a new preview and specifying the left top cell and right bottom cell of the sheet.

Screen_Shot_2018-02-09_at_10.20.55_AM.png

  1. Under Preview, check the following:
    • The column names in your spreadsheet or table are correct.
    • If the data is garbled, change the character encoding.
    • If the columns are misaligned, change the delimiter.
  2. Under Start Converting to an App, match the column names from your file with field types in Kintone, using the drop-downs. 
    • The following field types can be selected:
      • Text
      • Number
      • Text Area
      • Rich text
      • Radio Button
      • Drop-down
      • Date
      • Date and time
      • Time
      • Link to (URL)
      • Link to (Telephone number)
      • Link to (Email address)
      • User selection
      • Department selection
      • Group selection
      •  Category
        • The "Category" field type can be selected for only one field on a form.
    • Please note, the type you choose upon import cannot be changed later.
  3. Once all fields are matched, click Screen_Shot_2017-04-20_at_10.20.31_AM.png.
  4. Click OK.
  5. Your new app is now displayed under Apps on the portal homepage.
  6. Within the app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right to configure Process Management, Permissions, Views, Graphs, Notifications, etc.

Excel.gif

FAQ: Importing Files from Excel

Are there any restrictions on the Excel file? 

  • Excel 2007, 2010, and 2013 versions of Excel workbook files can be imported. Excel 2003 version of Excel workbook files cannot be imported.

What does error message "The file size/the number of rows or columns to be imported exceeds the limit" mean?

  • This means the file is over the limits for importing. Files for import have a maximum of 50 columns by 1,000 rows or a maximum of 1 MB in size.

Can you import multiple worksheets at once?

  • You can only import one worksheet at a time.

Can you import password protected files?

  • No, you can't import password protected files.

Can you import values of hidden rows and columns?

  • Yes, you can import values of hidden rows and columns.

Can you import the display format settings and conditional formatting of cells?

  • No, you can't import the display format settings and conditional formatting of cells

For cells with formulas, can you import the formulas and the results?

  • You can only import the result value.

Can you import values of merged cells?

  • No, you can't import values of merged cells.

Creating an App from a CSV File

  1. From the portal home Screen_Shot_2017-04-20_at_9.58.36_AM.png, navigate to the Apps section.
  2. To the right of Apps, click the plus sign (+).
  3. Select Create from CSV.
  4. On the Create a Kintone App from a CSV File page, click Continue.
  5. From the Prepare a CSV File page, check the boxes to note your file is properly formatted and ready for import.
  6. Once all boxes are checked, click Continue to Upload Screen.
  7. Click Browse and navigate to the desired file to upload. 
    • File limits: up to 100 MB; 100,000 rows; and 50 columns
    • To minimize errors, make sure the CSV file meets the criteria in Supported Formats for Importing.
  8. Under Preview, check the following:
    • The column names in your spreadsheet or table are correct.
    • If the data is garbled, change the character encoding.
    • If the columns are misaligned, change the delimiter.
  9. Under Start Converting to an App, match the column names from your file with field types in Kintone, using the drop-downs. 
    • The following field types can be selected:
      • Text
      • Number
      • Text Area
      • Rich text
      • Radio Button
      • Drop-down
      • Date
      • Date and time
      • Time
      • Link to (URL)
      • Link to (Telephone number)
      • Link to (Email address)
      • User selection
      • Department selection
      • Group selection
      •  Category
        • The "Category" field type can be selected for only one field on a form.
    • Please note, the type you choose upon import cannot be changed later.
  10. Once all fields are matched, click Screen_Shot_2017-04-20_at_10.20.31_AM.png.
  11. Click OK.
  12. Your new app is now displayed under Apps on the portal homepage.
  13. Within the app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right to configure Process Management, Permissions, Views, Graphs, Notifications, etc.

CSV_1.gif

FAQ: Importing files from CSV

What does error message "The file size/the number of rows or columns to be imported exceeds the limit" mean?

  • Files for import have a maximum of 50 columns by 100,000 rows or a maximum of 100 MB in size.

I have a CSV file that contains characters other than Japanese characters and alphanumerical characters. Is there anything I should keep in mind? 

  • You should use software such as Open Office Calc instead of Excel when you enter characters other than Japanese and alphanumerical characters in CSV files. Make sure the character encoding is specified as "UTF-8" when you save the file. When you use the Japanese version of Excel to create files, characters that are not Japanese and alphanumerical may be garbled.

Why is there an error when numerical values are imported? 

  • The following symbols are not allowed to be used when numerical values in a CSV file are imported:
    • ',' (thousands separator)
    • Currency symbols, such as '$' or '¥'

Why is there an error when date and time are imported?

  • To import dates from a CSV file, enter year, month, and day in one of the following formats:
    • YYYY-MM-DD (Example: 2014-12-20)
    • YYYY/MM/DD (Example: 2014/12/20)
    • YY/MM/DD (Example: 14/12/20)
    • MM/DD/YYYY (Example: 12/20/2014)
    • MM/DD/YY (Example: 12/20/14)
    • DD/MM/YYYY (Example: 20/12/2014)
    • DD/MM/YY (Example: 20/12/14)
  • To import time, enter time in one of the following formats:
    • HH:MM AM/PM (Example: 11:20 PM)
    • HH:MM (Example: 23:20)
  • To import month, day, and time that are represented in a single digit (between 1 and 9), either one- or two-digit format is acceptable.
    • Example: "8" can be entered as "8" or "08".

Is there anything I should keep in mind when importing names, department names, or group names?

  • You can import those values into one of the following field types:
    • Text
    • Option type (radio button or drop-down)
    • User selection (field for selecting one or more Kintone users)
    • Department selection (field for selecting a department)
    • Group selection (field for selecting a group)
  • To import values into the "User selection", "Department selection", or "Group selection" field, enter the following string:
    • "User selection" field: Login name
    • "Department selection" field: Department code
    • "Group selection" field: Group code
  • To specify multiple users, departments, or groups in a field, separate each by inserting a line break.
    • Example Entries of the "User Selection" Field:
Name
noboru_sato
john_doe
jane_doe

Field Type Criteria

Field types are determined by the values of the cells in the first 100 lines of the import file and by the values of the cells in the table below. Please note, if a file matches multiple criteria, the uppermost field type in the table is assigned.

Cell Value Criteria Field Type
Numbers or empty, with at least one cell containing a number Number
Dates* or empty, with at least one cell containing a date

Date

Times** or empty, with at least one cell containing a time Time
Date-and-times*** or empty, with at least one cell containing a date and time Date and Time
Links or empty, with at least one cell containing a link Link to (URL)
Email addresses or empty, with at least one cell containing an email address Link to (Email Address)
  • No empty cells
  • All values are in one row
  • All values are no longer than 20 characters
  • Values have no more than three types
Radio Button
  • All values are in one row
  • All values are no longer than 20 characters
  • Values have no more than 20 types
Drop-down
  • All values are in one row
  • All values are no longer than 255 characters
Text
If none of the above conditions are met  Text Area

*Date refers to values in one of the following formats:

  • YYYY-MM-DD (Example: 2014-12-20)
  • YYYY/MM/DD (Example: 2014/12/20)
  • YY/MM/DD (Example: 14/12/20)
  • MM/DD/YYYY (Example: 12/20/2014)
  • MM/DD/YY (Example: 12/20/14)
  • DD/MM/YYYY (Example: 20/12/2014)
  • DD/MM/YY (Example: 20/12/14)

**Time refers to values in one of the following formats:

  • HH:MM:SS (Example: 23:20:30)
  • HH:MM AM/PM (Example: 11:20 PM)
  • HH:MM (Example: 23:20)

Any value that indicates seconds is removed during the file import process. AM or PM is removed if time has the format with AM or PM.

***Date and Time refers to values that are a date and time separated by a space. However, if the time value indicates seconds, then it will not be considered as Date and Time.

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