Importing Data

Imports are used to transfer data into the system in bulk from a text file.
There are two different import processes:

1. Importing New Records
2. Importing Data for Existing Records

Note: Blank column headers must be removed.
Note: A common issue with pasting numerical values into Excel or similar software is that the numerical values get converted into scientific notation. Online resources are available to help convert the values from scientific notation to a standard format so that the data can be imported.

Type:

Key Id Field - unique record identifier that will be used after the import to identify the imported records. Since this field requires uniqueness, you can only use values which are not previously used. You can also leave this field blank so that the system will automatically assign the next available numerical value. Example: when importing households, household id is a Key Id Field. Example: if the max household id in the system is X, then using a value X + 1 is recommended. However, leaving this field blank is also a good option as it would allow the system to automatically assign sequential household ids starting with the first available id.

Identifier - identifies an existing record using its unique key id (same as DAT Key Id Field) to be used for the import. Example: student id and course id when importing student courses.

Lookup - identifies the record to be used for the import by looking up records. Typically, when Identifier values are not easily available or not convenient to use, it may be easier to identify referenced records by using Lookup fields. These fields are not necessary when corresponding Identifiers are present. Example: student first name, student last name, student birthdate represent a lookup when Identifier student id is not available to lookup student_id and to use when importing student courses. Note: lookup fields are not imported themselves. Note: lookup columns can be removed from the import files or left blank if they are not used. Note: at times a record can be identified with just one lookup field, but usually it's recommended to specify as many as you have available to ensure that the lookup process is deterministic.

Datasource Data - data fields that are being imported that have a predetermined set of available values. Example: student gender when importing students. When entering genders you usually see a dropdown of available values such as Male, Female. Male and Female are values that you predefine ahead of time as a list of available values. When importing, you can only use one of these values.

Data - data fields that are being imported that don't fall under categories above. Example: student first name when importing students.

Data Type	Data Format	Example
Boolean	0 or 1	0
Date	yyyy/mm/dd	2/25/2020
Date-Time	yyyy/mm/dd hh:mm	2/25/2020 20:01
Decimal	A number with a fractional part and no formatting. Fields that store currency values may have up to two decimal points.	1.25
File Name	The name of the file. Do not include a path. Do include the extension. Note: File names must only include letters, digits, underscores, and periods. Note: When importing records with associated files, select the import template and all associated files for the upload.	FileName.pdf
Integer	Whole number with no decimal parts or any formatting	1
Text	A string (can contain letters, numbers, and special characters)	Tuition Payment

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