- Importing Records to an App
- What is Bulk Updating?
- Creating a File for Bulk Updating
- Editing a File for Bulk Updating
- Common Bulk Process Errors and Solutions
- Canceling a Bulk Import / Update
- Prepare the Excel or CSV File for import. See Supported Formats for Importing.
- Within an app, click the Ellipses icon on the right.
- Select Import from File.
- Click Browse to select your file.
- Select if your First row is header or First row is data.
- When you select an option the Preview section displays a sample of the first five rows of data so that you can check the result.
- If the imported data is garbled, change the character encoding.
- If the imported columns are misaligned, change the delimiter.
- Under Column in File, select the column from the imported file that matches the fields in the app. For each field on the left, use the drop-down to select a column, or select None to not import data into that field.
- If a field in the app is not specified a column from the file, it will contain its set default value when a record is created. Please note that a radio button field initially has the first item set as its default value.
- To update existing records in the app with the imported data, select Key to Bulk Update on the right of the desired field to use as the key identifier. Text, Number, Date, Date and Time, and Link fields can also be used as keys. To use a field other than Record number as the key field, the field in the app settings must be set to "Prohibit duplicate values."
- When the key field is the Record number:
- If the record number in the imported file matches the value in the Record number field in the app, the record is updated.
- If the record number field in the imported file is empty, the record is added to the app as a new record.
- If a record number exists in the imported file and it does not match any record number in the app, an error occurs.
- When the key field is one of the other fields:
- If the values in the key field match, the record is updated.
- If the values in the key field do not match, the record is added as a new record.
- If you select None and you also select a key field, existing values are not overwritten when a record is updated.
If a large number of records was created accidentally, you can delete the records in bulk. See Bulk Delete.
What is Bulk Updating?
Records can be updated in bulk by exporting the data to a file, and importing the edited file with updated information. To check for data types capable of being both exported and imported, see Data Types that can be Imported/Exported.
How to Bulk Update:
- Export the records you'd like to update. See Exporting Records to a File.
- Edit the File to contain the updated content. See Editing a File for Bulk Updating.
- Import the updated file. See Importing Records to an App.
Creating a File for Bulk Updating
Excel workbooks can be created with Microsoft Excel, and CSV files can be created by a spreadsheet software, such as Excel or Open Office Calc. Before creating a file, note that each file format has its own limitations:
- Up to 1,000 records can be created
- The maximum file size for import is 1 MB, and the file extension must be ".xlsx"
- Up to 100,000 records can be created
- The maximum file size for import is 100 MB
How to Create a File with Excel
This example guide uses Excel 2013 to create a file for creating records in bulk.
- In an Excel worksheet, enter the field names in the first row of cells, and enter the values for each field in the subsequent rows. One row should correspond to one record. For details on the supported formats for each field type, see Supported Formats for Importing.
- Select the "Files" tab and click "Save As".
- Select "Excel Workbook" or "CSV (Comma delimited)" for "Save file as type".
- Specify the file name and the destination folder and click "Save".
Editing a File for Bulk Updating
This section explains how to edit a file to be used to bulk update records. Once you edit the file, see Importing Records to an App for more information on Bulk Updating.
Please note, when you use CSV files in updating records, there are the following limitations:
- Up to 100,000 records can be created or updated at once.
- The maximum file size for import is 100 MB.
How to Edit a File with Excel
This example guide uses Excel 2013 to edit a file for updating records in bulk.
- Export the records that are to be updated to a CSV file. See Exporting Records to a File.
- Open the exported CSV file in Excel.
- Edit the file to update the record data. New records may be added by adding rows in Excel and entering record data, as long as the file is still within CSV limitations. For details on the supported formats for each field type, see Supported Formats for Importing.
- Select the "Files" tab and click "Save".
- Values in a lookup field can only be entered or updated in bulk if every value of the Key Field is unique. In the Key Field setting, select Prohibit duplicate values.
- When entering characters that are not Japanese or alphanumeric in a CSV file:
- Use software other than Excel, such as Open Office Calc.
- Make sure the character encoding is specified as "UTF-8" when saving.
- The Japanese version of Excel uses Shift JIS as the character encoding for CSV files, which may cause characters that are not Japanese or alphanumeric to become garbled.
- Values in fields that are included in tables can only be specified when a new record is created; they cannot be specified when updating an existing record.
Common Bulk Process Errors and Solutions
If a bulk register or bulk update fails, the Record List screen will display an error message. Click details to check the details of the error.
|Error Message / Issue||Solution|
|Message: "GAIA_IL16: The field value "(field name)" at line # is invalid."||
|Message: "GAIA_IL17: The field format "(field name)" at line # is invalid."||Modify the format of entries in the indicated field according to Supported Formats for Importing.|
|Message: "GAIA_IL48: The value "#" in line # of the field "(field name)" does not exist in the options for Category."||The value must be one of the options that exist in the Category field.|
|Issue: An empty record is created.||Delete any blank lines in the file.
A blank line is converted into an empty record.
|Issue: Cannot perform the line break action for values in the Rich text field.||In the import file, insert <br> in places that require a line break.|
|Message: "Tables cannot be updated, and can only be added as a new record."||When existing records are updated, values in fields that are included in tables cannot be updated. Clear the selection for "Key to Bulk Update" and create a new record, or do not import fields that already exist in a table.|
- An error message is also displayed when a value violates a field's limit. For further details on each field type's limit, see Field Type Descriptions.
Canceling a Bulk Import / Update
The process of creating or updating records in bulk can only be canceled by the user who initiated the process before the file finishes importing. When a process is cancelled, the app data is restored to the state before processing.
How to Cancel a Bulk Import / Update:
- In the app, open the View screen and click Imported Files. The Imported Files screen can also be reached by clicking on the upper right side of the screen, and then clicking Imported Files.
- Click Cancel for the file you wish to cancel importing.
- Once an import is complete, Cancel will not be displayed and the file will no longer be cancelable.
- The process to cancel the import can take anywhere from a few seconds to a few minutes.
- Once the cancellation process is complete, the following notification will be sent:
- "The import has been canceled. The app data has been restored to the state prior to the import."
Supported Formats for Importing