Data imports are a data integration option that allow you to import data into an application or sub-form from an external data file on a one-time basis. Data imports can create new records and update existing records.
Data imports help you quickly migrate data from legacy databases. For example, you can import your paper-based travel and expense policies into the Policies application.
To import data on a recurring basis or modify or filter the data first, use a data feed. To import data from another Archer instance, consider packaging.
Data imports are available for on-prem, hosted, and SaaS deployments.
On this page
What data can you import?
You can only import flat delimited files, and you cannot modify or filter the data.
What Archer fields can you import into?
You can only import data into the following field types. If a field type has specific requirements and import behaviors, these are listed.
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Field Type |
Requirements |
Behavior |
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Cross-Application Status Tracking (only available for import updates) |
Because a CAST value is specific to two different records, you must include unique identifiers for both the parent and the child record. Values must be specified in the target/child application.  Example: Updating implementation status of two vulnerabilities
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CAST values can only be updated during a data import, not created. |
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Import values must be key field values for the related application. |
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Must not be configured as a calculated field. |
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Format IP Address values as four octets separated by periods. Each octet can contain one, two, or three numbers. For example: 1.160.10.240 |
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Specify the column name and corresponding row value for each column in the Matrix field. Separate column names and row values with a comma. Separate column and row pairs with a semicolon. Example
Maintenance Burden, Low; Portability, Medium; Power Consumption, High In this example, the column names are:
The corresponding row values are:
For CSV (comma delineated) files, you must group all of the matrix data together using the configured Field Value Quotes, or you must change the field delimiter to a different value. |
If you import a Matrix value that contains a column or row value that does not display in the application Matrix field, that column or row is added to the Matrix field.
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Must not be configured as a calculated field. Values must be within the defined ranges of the field. Values must be within the minimum and maximum value defined for the numeric field. |
Values that exceed the maximum number of decimal places of a numeric field are rounded to meet the field requirements. Values with fewer decimal places than the minimum number of decimal places allowed are padded with zeros, for example, 4.22000. |
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Must be configured to allow manual selection. Users that you select must already exist in the system. |
Even if a Record Permissions field is configured to use one or more default values, if you import an empty value, the field is empty after import. When no value is selected a the Record Permissions field, the only system administrators and application content owners can access the record. |
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The key field in the related application must be a system tracking ID, not an application ID. |
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During the import process, the actual sub-form storing the data from the data import must be active. |
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Must not be configured as a calculated field. |
This field is updated regardless of the content of your data import. |
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Users or groups must exist in the system prior to import. Users are identified using last_name, first_name, middle_name format. Groups are identified by their name. Multiple values must be separated with a secondary delimiter. Users or groups must be a valid selection in the field. |
If there is more than one user or group with the same value (name), the first one (based on the system ID) is used. Even if the User/Groups List field is configured with one or more default values, if you import an empty value, the field is empty in the new or updated record. |
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Must not be configured as a calculated field. For values lists configured with the 'Other' text field option, the import file must contain a separate column for the 'Other' text field. |
If you import a new value into a Values List field, the value is added to the values list. If that values list is global, the imported value is displayed in the global values list for all fields configured to use it. |
Who can import data?
Through an access role, you must have the following rights:
- Create, Read, and Update rights to the Integration: Data Import Job Queue and Data Import Manager pages.
- Create, Read, and Update rights to the ApplicationName: Content Record and Data Import pages.
- Create, Read, and Update rights to the solution that the application belongs to.
Overall process
- Prepare your data file. If you are migrating data from individual documents (such as policies in Word documents), you may have to extract that content into a flat file.
- Verify that your Archer application is properly structured to receive the imported data.
- Perform the import.
Limitations
Using Excel as a .CSV editor
When using Excel as a .CSV editor, Excel may make unexpected changes when you save your data file.
Note the following types of information that may change in your files:
- Date Values. Excel converts date values to use its format. You can use this feature to your advantage if you are pulling values in from disparate sources.
- Points of Precision. Excel manipulates decimal places to use its format.
- Quoted Strings. Excel uses quoted strings if they are necessary, and strips extra ones if they are not.
- Cell Limitations. A cell in an Excel spreadsheet holds a finite number of characters. If your .csv file exceeds this limit, saving it in Excel corrupts your data.
Performance Considerations
See the Archer 6.6 and Later Platform Planning Guide for performance impacts when you import large numbers of records into applications with advanced workflows.