Import allows you to import new records and update existing ones. The following instructions walk you through the basic importing steps and explain the options available in the import parameters.

Before beginning an import, ensure you have a valid backup of your database. 

For instructions on specific imports, review your product's Import Guide (PDF). You can also search Knowledgebase for the specific information you want to import. 

Follow these steps to import: 

  1. Create a data file that includes at least the required fields

    Note: Import can be used to create an empty import file with the required fields
  2. On the navigation bar, click Administration
  3. Click Import records
  4. Select the Type of record to import
  5. Select whether to import new records or overwrite existing information to update records
  6. To validate the import file before actually adding records, mark Validate
    data only. When you later click Validate Now, the import file is
    validated but no changes are made to your database. After you validate the import file and you are ready to run the import,
    unmark Validate data only.
  7. Check whether or not to create new tables entries if they do not exist
  8. Enter the file path and name of the import file
  9. In the Use [ ] to match records in the import file with existing records field, select the record ID contained in the import file. This field is used for linking imported records with records already saved in the database.
  10. In the What is the format of this import file? frame, mark Delimited or
    Fixed Width.
    • Delimited - Characters separate the fields
    • Fixed width - Fields and records have a set length
  11. Click Next
  12. If you selected to use a delimited data format, in the Field Separators
    and Text Qualifiers frame, select the field separators and text qualifiers
    used in the import file. The information found between two text qualifiers will be imported as is
  13. In the Import Field Names frame, mark the option designating the
    location of field names in the import file.

    The Sample Import Format frame displays a sample of how the import
    fields appear. Use this preview to find any errors in the field length
  14. Click Next
  15. If you included field names in the import file, they appear in the Field to
    Import column. The program automatically maps those fields to their
    equivalents in the Import Field column. Check these
    mappings to make sure they are correct.
  16. If you did not include field names, the first row of data from your import
    file appears in the Field to Import column. You must manually map the
    field data to their equivalents in the Import Field column.
    1. In the Import these fields grid, select the row you want to map to an import field.
    2. In the Available fields box, select education software field which corresponds to the field you are importing, and click Select.
    3. If the import file has multiple occurring fields, you must enter an extension in the Extension column.
    4. When you have finished setting all fields, click Next.
  17. In the Import Options frame, mark Create exception file of records not
    updated/imported to create a file of all fields that do not import
  18. Mark Create an output query of the records imported to save a query
    of imported records.
  19. Mark Create control report to view or print a report listing the import
    results, criteria, field mappings, and exceptions. If you create a control
    report, mark Preview to view the report on your screen or mark Print to
    print the report.
  20. Review information in the Import Summary Information frame. If you
    are satisfied with the set parameters, click Import Now.