This video provides a comprehensive guide on how to import data into the system using CSV templates. It covers everything from downloading the correct file format to mapping fields and verifying the import.
How do I get started with the importing process?
To get started with importing data, you'll first need to navigate to the main Import menu. This is the central hub where you can upload various types of information into the platform, ensuring your database is up to date without manual entry.
💡 Action Steps
Navigate to the Import menu
Where can I find the correct import templates?
Before you upload any data, you need to ensure it's in the correct format. You can download the specific CSV templates directly from the import screen. These templates contain the required headers that the system recognizes, so you should always use these as your starting point.
💡 Action Steps
Click on the Download Template button
Select the CSV format
How should I prepare my data for import?
Open the downloaded template in a spreadsheet program like Excel. You must ensure that your data matches the columns provided. Don't change the header names in the top row, as this will cause the import to fail. Simply copy and paste your existing data into the relevant columns.
💡 Action Steps
Open the CSV template
Paste data into the corresponding columns
Keep header names unchanged
How do I upload my completed file?
Once your file is ready and saved as a CSV, go back to the Import screen. Click on the upload area or drag and drop your file directly into the box. The system will then begin to read the file and prepare it for the mapping stage.
💡 Action Steps
Save the file as a .CSV
Click the Upload box
Select your file from your computer
What is field mapping and how do I complete it?
After uploading, you'll reach the mapping screen. Here you need to match the columns from your CSV file to the fields in the system. If you used the provided template, these should match automatically, but you should always double-check that 'First Name' in your file is pointing to 'First Name' in the database.
💡 Action Steps
Review the Mapping screen
Match CSV headers to System Fields
Select 'Ignore' for any columns you don't want to import
How can I handle duplicate records during import?
The system allows you to choose how to handle potential duplicates. You can select an option to either skip duplicates, create new records anyway, or update the existing records with the new information found in your file. This is usually managed by a unique identifier like an Email Address or ID number.
💡 Action Steps
Select the Duplicate Handling preference
Choose a unique identifier field
How do I validate the data before finalizing?
Before the final import, the system runs a validation check. This check looks for errors like incorrect date formats or missing required fields. If there are errors, they will be highlighted in red, and you'll need to fix them in your file or on-screen before proceeding.
💡 Action Steps
Click the Validate button
Review any red error messages
How do I complete the import and see the results?
Once everything looks correct and the validation is successful, click the 'Complete Import' button. The system will process the data in the background. When it's finished, you'll receive a summary showing how many records were successfully imported and if any failed.
💡 Action Steps
Click Complete Import
View the Import Summary report