Importing tips and tricks

  • Before you import any data, make a backup of the database and all associated directories.

    Reversing what has been created or modified can be extremely difficult and time consuming.

    It is much faster and safer to be able to roll back to a backup instead.

  • To import data, it is recommended that the person performing the import is a user with user type Administrator who has all permissions by default or at least all the update permissions required to perform the selected type of import.

    It is also recommended that they have the highest security level in the dataset and that they have all caveats.

  • When DataPort imports a blank field, it will complete it with defaults set either for the import process or from control lists in Content Manager, for example, Record Type.

  • Where possible, when using a spreadsheet application - for example, Microsoft Excel - give your column headings in the header row identical names to the field map field names. This will save you time with field mapping by enabling you to use the command Map All Matching Pairs and also assist with the accuracy of your field types within the spreadsheet.
  • When you import records but do not include a record number or expanded record number in the import file, Content Manager will allocate the next sequential number in the Record Type that the record is being imported to, as long as the Record Type has a generated number pattern
  • When importing records that use client titling, the Contacts column in the import file must contain a Contact specified as Client for each record imported
  • You can create an import file that is designed to update current records rather than create new records.

    For example, you may want to update the Contact details on a set of records.

    Update on Duplicate, if selected, enables you to update the attributes/metadata of a Content Manager object if it already exists in the Content Manager dataset.

  • The same language (English, Dutch, French etc.) that was used on the computer that performed the export should be used on the import computer because all header fields will be in the language the export was performed in.

    If this is not possible, then the user who is doing the import must manually map the fields for the import to work

  • Exported Records - before importing into another dataset, make sure that the Record Types exist under the same name and are using the same numbering pattern, even if the intention is to have different ones after the import - you can modify them later.