Importing Data into a Record (Classic)

Important: This topic is for the Classic Record experience. To view the content for the Next Generation Record experience see Records. For information on Classic experiences, see Archer Classic Experiences.

After you have prepared your external data file and your application, questionnaire, or sub-form for data import, you can begin the import process using the Data Import Wizard. The wizard asks you to select your data file, configure import options, and map import data to application fields.

Important: This feature only exists within the Archer Audit Engagements & Workpapers use case.

On this page

Task 1: Select the record

  1. Go to the Search Results page.

    1. From the menu, click the Workspace Name menu.
    2. Click the solution.
    3. Click the application to which the record belongs.
  2. Select the record to which you are importing data.
  3. Click Import Data.

Task 2: Select the data file and import options

  1. In the Import File field of the General Information section, do 1 of the following.
    • Enter the source file name.
    • Click Browse to select the source file.
      1. Click Add New.
      2. Select the file you want to import.
      3. Click OK.

    Note: If you make changes to the source file after uploading it to the Data Import Wizard, you must upload the file again before initiating the data validation and import process.

  2. In the File Encoding field, select the applicable format for the import file.
  3. In the Format Options section, select the field and values delimiters.
    • If the field delimiter for your import file is a character other than a comma or a tab, enter the correct character in the Other field.
    • If the values delimiter for your import file is a character other than a semicolon or pipe (|), enter the correct character in the Other field.
  4. In the Locale field, select the locale language of the input file.
  5. In the Header Row field, do 1 of the following:
    • If the first row of data in your file contains field names instead of actual record data, select File Contains Header Row.
    • If the first row of data in your file contains actual record data, select File Does Not Contain Header Row.
  6. In the HTML Formatting field, indicate whether fields in your data file contain HTML formatting.
  7. In the Advanced Options section, complete the fields for specifying advanced import options. These should including how to determine if your data fields contain field value quotes and if you want to send a notification for each record created and updated after the import cross has completed.
    8. The following table describes the available advanced options.

    Considerations

    Available Options

    Are any field values quoted in your data file?

    If yes, select the double quotes or single quotes option.

    If you have none, than select none.

    Should imported records be allowed to trigger notifications?

    If notifications are enabled for the application into which you are importing data, 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.

    How should existing references be handled?

    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.
  8. Click Next.

Task 3: Select unique record identifiers

The steps for selecting unique record identifiers vary depending on the type of data import you are performing.

  1. Begin on the Task 2 - Identification page of the Data Import Wizard.
  2. In the General Information section, select whether to import new records or update existing records:
    The following table describes the unique record identifier options.

    Options

    Description

    Import New Records

    If you are importing new records, existing records in your application remain unchanged. The new records are added to the existing population of records in the application.

    Update Existing Records

    If you are updating existing records, the system examines them. When there is a match between a record in your application and record in your external data file, the existing record is updated with the imported record. If your external data file contains records that do not match any records in your application (according to the unique record identifier that you specify), those unmatched records are added as new records in your application.

  3. If you are updating existing records with your data import, do the following:
    1. In Application Field(s), click Ellipsis.
    2. Select 1 or more fields whose values serve as the unique record identifier.

      This allows the Data Import Wizard to match records in your external data file with records in the application, questionnaire, or sub-form.

Task 4: Map import data to application fields

  1. Begin on the Task 2 - Identification page of the Data Import Wizard.
  2. In the Import Type field of the General Information section, select the file type.
  3. (Optional) In the Application Field(s), select the fields for update.
  4. In the Import Fields Mapping section, do 1 or more of the following:
    • To map imported fields, select the corresponding field in the Application Fields drop-down.
    • To specify not to import 1 or more columns of data from your import file, select Do Not Import from the corresponding columns in the Data Import Wizard.
    • To update existing records or to import sub-form entries, map the field that you selected as a unique identifier to the appropriate field in the field mapping grid.
  5. (Optional) If you have mapped a Date field in the import file to a Date field in the application, specify the format for date and time values in the import file.
  6. Click Next.

Task 5: Initiate data validation and import

  1. Review the Data Import Wizard Settings.
  2. Make any necessary corrections and begin the import process again (starting on the first page of the Data Import Wizard).
  3. Click Import.

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

  4. (Optional) If additional errors are found, go back and correct them as necessary and click import again.
  5. When the import is completed successfully, click Continue.