Preparing a File for Registering/Updating Records with Tables

Article Number:040725

This article provides instructions on how to prepare a file suitable for registering or updating records with tables via file import.

For general notes on the file for import, such as file formats and file size limits, refer to Preparing a File for Registering/Updating Records.

When you prepare a file for import, it is recommended that you first export record data from an app to a file and use the exported file as a base for editing data. Referencing the information this article provides, finish up editing data in the exported file.

The format for specifying data of each record

  • You can register up to 5,000 rows of data per table.
    Make sure that data of each table is contained within 5,000 rows in your file for import.

  • When you update table data in existing records, your file for import must contain data of all the fields in the table including the field data that is not to be updated. (As an exception, your file for import does not need to contain field data that will be re-calculated or retrieved again.)

The format for specifying record data differs depending on whether a record contains only one table or multiple tables.

When a record contains only one table

The format of data in the file for import when a record contains only one table

There are three points for specifying data of a record that contains a table.

  • Point 1: Specify the first column name in the file as "New Record Flag".
    In the first column, specify an asterisk (*) in the row where data of each record begins, and leave other rows blank. Data specified in rows starting from the row with an asterisk (*) until the row above the one with the next asterisk (*) represents data of a single record.
    If the first column contains a character other than an asterisk (*), an error occurs.

  • Point 2: Data of fields outside the table must be specified in the row that has an asterisk (*) in the "New Record Flag" column. The data specified in rows without an asterisk (*) will be ignored when the file is imported.
    If you export record data from an app to a file, the data specified in the row that has an asterisk (*) in the first column is also specified in rows without an asterisk (*).

  • Point 3: Data of fields inside the table must be specified in one or multiple rows depending on the number of table rows.

When a record contains multiple tables

The format of data in the file for import when a record contains multiple tables

There are two points for specifying data of a record that contains multiple tables.
Confirm these points in addition to the points for specifying data when a record contains only one table.

  • Point 1: Specify table items in the first row in such a way that items in the same table are aligned next to one another.

  • Point 2: Specify data of only one table per row so that a row does not contain data of multiple tables. If there are any rows that contain data of multiple tables, an error occurs when you import the file.

Steps to specify table data in your file for import

When updating the table content

Example of an updated table

  1. Edit the data to be modified.
    Editing the data to be modified

When adding rows to an existing table

Example of a table with an additional row

  1. Insert as many rows as you would like to add to the table.
    If the inserted rows are not the first row of a record, leave the first column (the "New Record Flag" column) blank. Inserting rows and leaving the first column blank

  2. In the inserted row, specify data to be registered in the fields inside the table.
    Specifying data to be registered in the fields inside the table

When registering a new record that contains a table

Example of a registered record

  1. Insert as many rows as needed for the table.
    In the first column, specify an asterisk (*) in the row where the new record data begins. Leave other rows in the first column blank.
    Inserting rows and specifying an asterisk in the first column

  2. In the inserted rows, specify data of each field in the record. Specifying data of each field

    • Data of fields outside the table must be specified in the row that has an asterisk (*) in the "New Record Flag" column. The data specified in rows without an asterisk (*) will be ignored when the file is imported.
    • Data of fields inside the table must be specified in one or multiple rows depending on the number of table rows.

Reference: Points for importing file data into a table

  • When updating table data in existing records, you must specify all the fields in the table as the target of file import.
    Therefore, your file for import must contain data of all the fields in the table including the field data that is not to be updated. (As an exception, your file for import does not need to contain field data that will be re-calculated or retrieved again.)

  • On the screen where you specify target fields for file import, fields in a table are displayed in the following format: "Table name > Field name"
    If an app has multiple tables, make sure to check the table name when specifying target fields. Example of fields in a table displayed on the screen where you specify target fields for file import