Importing Data

After you have prepared your external data file and your application, questionnaire, or sub-form for data import, you can begin the import process. You will select your data file, configure import options, and map import data to application fields.

If you are importing data into a leveled application, complete the following tasks for your top level data, then repeat them for any additional levels.

Task 1: Open the data import wizard

Do any of the following:

• From the menu, click > Integration > Data Imports, and select the application, questionnaire, or sub-form to which you are importing data.
• From a workspace menu, hover over the application that you want to import data into and click .

This option is only available if the application configuration owner has enabled data import from the navigation menu and you have access rights for importing.

• From the search results page in an application, click and select Import.

Task 2: Load your data file and select import options

1. In the General Information section, load your data file. Click Browse, then Add New, and select the file you want to import. Click OK.

Note: If you make changes to the data file after uploading it, you must upload the file again before starting the import.

2. In the Format Options section, select your field, values, and escape delimiters.

   If any of your delimiters are a non-default option, select Other and enter your character in the field.

3. Select the locale language of your data file.
4. Select whether your data file contains a header row.
5. Select whether fields in your data file contain HTML formatting.

6. In the Advanced Options section, select how you want to handle field value quotes, notifications, and existing cross-references.

   If notifications are enabled for the application into which you are importing data, you can select to send notifications for your imported records. If you are importing a large number of records, triggering a notification email for each record may produce a heavy load on the email accounts of users who are subscribed to a notification template for the application.

   If you select to replace existing cross-reference values, the existing data in the application is replaced with the data from the import file. Data existing prior to the import process is removed. If you select to append cross-referenced data, the system leaves all existing values in the record intact and adds new cross-reference values from the data file to the records.

7. Click Next.

Task 3: Select an import type

On the Step 2 - Identification page, select an import type:

• Create New Record: New records are created in the application, and existing records remain unchanged.
• Update Existing Records: New records are created and existing records that match import data are updated.

In the Application Field(s) field, select the field or fields whose values you want to serve as the unique record identifier. The system uses this value to attempt to match records in your external data file with records in the application, questionnaire, or sub-form. When a match is found, that record is updated. If no match is found, a new record is created.

Note: Some data imports will have required application field(s). The system alerts you if you attempt to proceed without selecting them.

Note: When importing data into sub-forms, if the first value in the data file after the parent key field is empty, the new sub-form will not be created.

Task 4: Map import data to application fields

In the Import Field Mapping section, the system loads the first 20 rows of your data file.

1. For each field from your data file, select the field you want to map to in the Application Fields list to. If you do not want to import a particular field, select Do Not Import.
   • If you are updating existing records or importing sub-form entries, make sure that you map the field that you selected as a unique identifier to the appropriate field from your data file.
   • If you have mapped a Date field from the data file to a Date field in the application, specify the format for date and time values in the import file.
2. Click Next.

Task 5: Review and import

1. Review the import settings. If you need to make any necessary corrections, click Cancel (to start the entire process over) or Previous (to return to previous screens). If you need to make any changes to your data file, you must upload the file again and begin the import process again.
2. Click Import. A job is created and queued in the Job Engine. The job runs asynchronously from the job queue.

Important: Do not close this window or log off from the system during this stage of the import process. Doing so causes adverse results.

3. If additional errors are found, go back and correct them as necessary and import again.
4. When the import is completed successfully, click Close.