Creating and Updating Records Including Tables in Bulk

If you want to bulk create or bulk update records including tables, you can do so by using an Excel workbook file or a CSV file to import data.

This is useful when you want to create or update a lot of tables. You can avoid troublesome tasks such as creating and editing records one by one, manually creating tables, etc. This is also useful when formulas are used in tables, because data are automatically recalculated at the time of importing a file.

You can bulk create or bulk update records including tables in either of the following two methods.

  • Create a file from scratch, and import that file to your app:
    This is useful when you want to create new records in bulk.
  • Export records from your app to a file, edit that file, and then import that file to your app:
    This is useful when you want to update existing records in bulk. You can overwrite existing rows or add new rows as shown below. You can also create new records. Image

Things to Consider When Bulk Creating/Updating Tables

  • To perform this action, you need the "Import from file" permission for your app.
    If you want to export records to a file from the app, edit the file, and then import it, you also need to have "Export to file" permission.
    By default, the "Export to file" and "Import from file" permissions are granted only to app creators.
  • If the table has Attachment fields, you cannot perform bulk update.
    When you create records in bulk, you can load fields other than the Attachment fields in the table.
  • If the table contains Lookup fields, and "Prohibit duplicate values" option is disabled for the source field, you cannot create/update records in bulk.
  • When you import a file, following fields are recalculated or updated. Therefore, you do not need to specify them as import targets.
    • Calculated field
    • Text field, when "Automatic Calculation" is set for that field.
    • Lookup field, when "Field Mappings" is set for that field.
  • When you import a file, you must select "Column in File" for all the fields in the table displayed in "Field in App". You must also specify unchanged fields as import targets.

Procedure (Export records from your app to a file, edit them, and then import them)

This section describes an example procedure of exporting records to a file, editing them in the file, and then importing them to your app.

  1. Open the "Record List" screen.

  2. If necessary, click the filter icon Funnel icon or select a view to which you applied a filter condition, to filter records that you want to export to a file.

  3. Click the option icon Image on the upper right of the screen, and then click Export to File.

  4. Specify tables and fields that you want to export, and then click Export.
    Image

    • If you click Add All, all the remaining fields are bulk added to the right side of the already added field.
    • If you click Clear All, all the already added fields are cleared.
    Records are exported to a file.
  5. Open the file, edit the record, and save it.

    • When overwriting the table data:
      Edit the cell that corresponds to the table. Image
    • When adding a row to the table:
      Copy another row in the same record, and leave the first column empty. Then, enter data in the cell that corresponds to the table.   Image
    • When creating a new record including a table:
      Add a row, enter "*" in the first column, and leave the record number empty. Then, enter data in the cell that corresponds to the table.
  6. Click the option icon ・・・ on the upper right of the screen, and then click Import from File. Image

  7. Click "Browse", and select a file to import.

  8. When you are prompted with "Select Data Scope", select Yes.

  9. Check if the contents of the imported file are correctly displayed in "Preview", and change the character encoding as needed.

  10. Match the columns in the imported file to the fields in the app.

    • You must select "Column in File" for all the fields in the table displayed in "Field in App". You must also specify unchanged fields as import targets.
    • In the "Field in App", tables are displayed in the "Table name > Field name" format. Image
  11. If you want to overwrite a table in an existing record, select "Key to Bulk Update".
    If the value in the key field and the value of Column in File match, the record is overwritten with the data of the row that matches those values. Image

  12. Click "Import" on the upper left side of the screen.