- Create a data file that includes at least the required fields. The only field required to import a new organization record is Organization Name. When mapping the field on the Fields tab of the import parameter set, expand the Organization category and select Name.
- On the navigation bar, click Administration
- Click Import records
- Select the Organization as the Type of record to import.
- Select whether to import new records or overwrite existing information to update records
- 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.
- Check whether or not to create new tables entries if they do not exist
- Enter the file path and name of the import file
- 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.
- 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
- Click Next
- 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.
- 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 formatting.
- Click Next
- 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.
- 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.
a. In the Import these fields grid, select the row you want to map to an import field.
b. In the Available fields box, select education software field which corresponds to the field you are importing, and click Select.
c. If the import file has multiple occurring fields, you must enter an extension in the Extension column.
d. When you have finished setting all fields, click Next.
- 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 successfully.
- Mark Create an output query of the records imported to save a query of imported records.
- 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.
- Review information in the Import Summary Information frame. If you are satisfied with the set parameters, click Import Now.
- If you include attribute information in the import, you must include the Attribute type and Attribute description fields, which are found in the Attribute category.
- If you include note information in the import, you must include the Type field, which is found in the Notes category.
- If you include relationship information in the import, you must include the Relation ID field in the Relationships category.
- If you include address phone information in the import, you must include the Contact type field in the Address Phone category.
- If you include address attribute information, you must include the attribute type and attribute description fields in the Address Attribute category.