Importing Records from a File

Overview
You can import new or updated data from an Excel or CSV spreadsheet into an existing app. 
Importing Records to an App

  1. Prepare the Excel or CSV File for import. See Supported Formats for Importing.
  2. Within an app, click the Ellipses Options icon on the right.
  3. Select Import from File.
  4. Click Browse to select your file. 
  5. Select if your First row is header or First row is data.
  6. When you select an option the Preview section displays a sample of the first five rows of data so you can check the result.
    • If the imported data is garbled, change the character encoding.
    • If the imported columns are misaligned, change the delimiter.
  7. 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.
  8. 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. 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."
  9. When the key field is the Record number:
    • When the record number in the imported file matches the value in the Record number field in the app, the record is updated. 
    • When the record number field in the imported file is empty, the record is added to the app as a new record.
    • When a record number exists in the imported file, and it does not match any record number in the app, an error occurs.
  10. When the key field is any other field:
    • 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.
  11. Click import.PNG.
  12. Click OK
  13. The top of the page shows a message stating either the file import was successful or unsuccessful. 
  14. See Checking Import Results.

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:

  1. Export the records you'd like to update. See Exporting Records to a File.
  2. Edit the File to contain the updated content. See Editing a File for Bulk Updating
  3. 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:

Excel

  • Up to 1,000 records can be created
  • The maximum file size for import is 1 MB, and the file extension must be ".xlsx"

CSV

  • 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.

  1. 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.
  2. Select the "Files" tab and click "Save As".
  3. Select "Excel Workbook" or "CSV (Comma delimited)" for "Save file as type".
  4. 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.

  1. Export the records that are to be updated to a CSV file. See Exporting Records to a File.
  2. Open the exported CSV file in Excel.
  3. 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.
  4. Select the "Files" tab and click "Save".

Please note:

  • 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.
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