Create/Update Records in Bulk: Importing a File

You can import an Excel or CSV file to an already created app to add or update records in bulk.
Before you perform the Import from file action, read the following notes as there are some limitations such as fields that cannot be imported.

Things to Note before Importing a File

  • To import a file, "Import from file" permission need to be granted to you in the Permissions for App setting. By default, the "Import from file" permission is granted only to app creators.
    If you want to import data from a file into the Created by/Created datetime/Updated by/Updated datetime fields, you also need to have the Manage app permission.
    The current app administrator needs to Grant "Import from file" and "Manage app" permissions to the users who need to perform the import action in the Permissions for App setting, if necessary.

  • We recommend that you export existing records to a file to make a backup before importing a file. For details on how to export data to a file, refer to the "Exporting Data to a File" page.

  • You might not be able to add records from Kintone screen, or using API while importing data from a file.

Fields That Cannot Be Imported from a File

The data for the following fields cannot be imported from a file.

  • Label
  • Text (When "Automatic Calculation" is configured)
  • Calculated
  • Attachment
  • Related records
  • Lookup (When "Prohibit duplicate values" setting is disabled for the key field)
  • Created by/Updated by/Created datetime/Updated datetime (for existing records)

The data for Created by/Created datetime/ Updated by/Updated datetime fields can be imported from a file only when you are trying to add new records to the app.

For details on the fields that you can import or export data to and from the app, refer to the "Import/Export of App Data" page.

Key Points on Import from File Action

After you specify a file to import on the Import from file screen, you need to associate the "Column in File" with the Field in App. If you update the records in bulk, you also need to specify the field you want to use as "Key to Bulk Update".
This section will explain some key points when specifying these two options. Image

(a) Specifying "Column in File"

In order to define which column data is imported from a file into each app field, you need to associate "Column in File" with "Field in App". Image

  • To add new records, make sure that you specify "Column in File" for each of the following fields:

    • Fields where values are to be added
    • Fields where entry is required (marked with an asterisk (*))

    If a field is not associated with any column under the "Column in File", it is created as an empty field, or with a default value (if the default value is configured). The radio button fields always have the default values . If you want to update the field values without using the default value, you must always associate the field with a column under "Column in File".

  • To update the existing records, specify "Column in File" only for the fields where values are to be updated. If a field is not associated with any column under the "Column in File", the value of the field will not be updated.

  • When you update or add records for a table, select "Column in File" for all the fields of the table displayed in the "Field in App".

(b) Specifying "Key to Bulk Update"

If you update existing record values by importing a file, you need to specify the field that you want to use as "Key to Bulk Update".

  • If the value of the key field matches the value of the corresponding column in the file, the record in the app is overwritten with the data of the row in the file.
  • If the value of the key field does not match the value of the corresponding column in the file, the data of the row in the file is added as a new record.
    Image

The following fields can be specified as "Key to Bulk Update".

  • Record number
  • Text
  • Number
  • Date
  • Date and time
  • Link

Steps to Import Data from a File

  1. Click the option button Option button on the upper right of the screen, and then click Import from File. Image

  2. Click Browse and specify an Excel file or CSV file to import. Image

  3. When you are prompted with "Select Data Scope", select one of the radio buttons.
    If the file has item names in the first row, select "First row is header". Image Depending on the item names or the content of the file, the "First row is header" option is automatically selected.

  4. Check if the contents of the imported file are correctly displayed in "Preview".
    Image "Character Encoding" and "Delimiter" drop-down lists are displayed only when you import a CSV file.

    • If the text in the CSV file is garbled, try changing the "Character Encoding" setting.
    • If the columns are incorrectly separated, try changing the "Delimiter" setting.
  5. For each field in the app, associate it with the column in the file to import.
    Image If the file has item names in the first row, an item whose name is the same as that of "Field in App" is automatically specified as "Column in File".

    • When adding new records
      Make sure that you specify "Column in File" for each of the following fields:

      • Fields where values are to be added
      • Fields where entry is required (marked with an asterisk (*))

      If a field is not associated with any column under the "Column in File", it is created as an empty field, or with a default value (if the default value is configured).

    • When updating existing records
      Specify "Column in File" only for the fields whose values you want to update. If a field is not associated with any column under the "Column in File", the field will not be updated.

  6. To update existing records, select "Key to Bulk Update".
    Image

    • If the value of the key field matches the value of the corresponding column in the file, the record in the app is overwritten with the data of the row in the file.
    • If the value of the key field does not match the value of the corresponding column in the file, the data of the row in the file is added as a new record.
  7. If you import data into the Created by/Created datetime/Updated by/Updated datetime fields when adding new records, you need to specify the Column in File for each field under the "Record Creation/Update Information". Image

    • If you select "(None)" from the Column in File when adding new records, the user who performed the Import from file action will be set to the Created by/Updated by fields. Also, the date and time of the import action is set to the Created datetime/Updated datetime fields.
    • When you update existing records, you cannot import data from a file into those fields. The name of the user who performed the import from file action is set to the Updated by field, and the date and time of the import action is set to the Updated datetime field.
  8. Click Import on the upper left side of the screen. Image


If you failed to perform the Import from File action, refer to the "Actions to be Taken When You Failed to Bulk Add/Update Records" page for the solutions.