Checking the Destination App for File Import

Article Number:040770

Before importing a file into an app, check that records and fields in the app are ready for data registration/update.

Check for fields that do not accept data registration/update and data that cannot be registered/updated

Some fields in a record do not accept data registration/update via file import. Also, some information in a record cannot be added/updated via file import.
Check that the fields and information listed below are not included in the scope of file import.

Fields that do not accept data registration/update via file import

You cannot register data into or update the data of the following fields via file import.

  • Label
  • Text (If Calculate automatically is enabled)
  • Calculated
  • Attachment
  • Related records
  • Lookup (If Prohibit duplicate values is disabled for the field specified as the Key Field)
  • Fields specified in the Field Mappings section in the setting of a "Lookup" field
  • Created by, Created datetime, Updated by, and Updated datetime (of existing records)
  • Record number

If a table contains fields that do not accept data registration/update via file import

If a table contains any of the following fields, you will not be able to update data of any of the fields in the table when updating existing records via file import.

  • Attachment
  • Lookup (If Prohibit duplicate values is disabled for the field specified as the Key Field)

When updating existing records, you cannot include any of the fields in the table in the scope of file import.

Record data that cannot be registered or updated via file import

The following record data cannot be registered or updated via file import.

  • Record comments
  • Change history
  • Process management statuses
  • Process management assignees

Record categories can be registered or updated via file import (if the Categories feature is enabled).

Check for records and fields you cannot view or edit

If a user who carries out the Import from File operation does not have the view permission for a field, the field cannot be included in the scope of file import regardless of whether or not data registration/update via file import is available for the field.
Also, if a user does not have the view or edit permission for records or fields in the destination app of file import or the reference source app of a "Lookup" field, an error may occur when you import a file.
Check the permission settings as necessary.

Make sure it is all right to update the data of the fields in the destination app

When you import data from a file, field values in the destination app are replaced with the values in the file.
If the file contains empty values, the values of the corresponding fields in the destination app are set either to an empty value or a default value (if a default value is set for the fields).

Therefore, confirm that it is all right to overwrite the field data in the destination app before importing a file.
If you do not need to register or update data for some fields, you can exclude these fields from the scope of file import.

Please be careful not to accidentally overwrite the existing record data with old data especially when you import data using a file exported in the past.
It is recommended that you create a backup of existing records by exporting them to a file before importing a file.
Exporting Data to a File

Check that you have all the permissions necessary for file import

To import a file, you must be granted the "Import from file" permission in the Permissions for App setting.
In the default Permissions for App setting, the "Import from file" permission is granted only to the user who created the app.

Additionally, to import data into "Created by," "Created datetime," "Updated by," and/or "Updated datetime" fields, you must also be granted the "Manage app" permission.

If the menu option for file import and/or fields in the destination app are not displayed for the user who will carry out the operation, grant the "Import from file" and/or "Manage app" permissions to the user in the Permissions for App setting.