The Data Import Tool can be used for a one-off import or a recurring update of existing module records.
To Access the tool you must have the appropriate permissions. These will be activated by Technical Support if you have purchased this feature.
To import data, you will require a csv excel document which contains the data you wish to import.
For recurring imports the file must be uploaded to our AWS S3 storage server and this will require an S3 key to access.
Please request an S3 key by submitting a ticket to technical support, an S3 key can be used in conjunction with winscp if you're looking to configure a recurring data import, otherwise the csv files can be uploaded directly for one off imports on Assure.
Data Import Map
Once you have your import file, navigate to Settings > System Configuration > Data Import Map
Click the New Record button.
Select the Module you wish to Import your data from the Cog.
Provide a Title for your Data Map.
Confirm the Import Type, there are 3 options to choose from:
- Insert and Update
- Insert
- Update
This option will be defaulted to Insert for new and existing import maps to ensure that record data is not overwritten by mistake.
Should you wish to update record data, please change the Import Type to Update.
If you are inserting new records and also updating existing records from the same csv file please select Insert and Update.
To add your csv file, click Browse and select your csv file from your PC.
When you upload your file, the displayed table will populate with the relevant number of columns.
To automatically match your imported data to your Assure system fields, click “Auto Match”.
This will automatically assign a field to each row, if there is an exact match in the system, this is done using the field captions within the module.
Each row will show:
The Order – This can be amended by clicking the arrow icons and dragging them up or down.
The Header – This shows the header text, as shown in your excel document.
The Caption – This drop down allows you to select the field you wish the current column to be mapped to.
Key Field Check box – If ticked, this lets the system know that this row is a unique, key field.
Match by ID Check Box – This field allows certain values to be matched by their ID, instead of their display text. This is primarily used for org units.
Please Note: Org Units MUST BE matched by their ID when being imported, the Org Unit IDs can be found by running the Organisational Unit Quick Report on your system.
Please also note that If you are inputting any data for Picklist Fields, all values in your csv document MUST EXIST within the picklist dictionary on your Assure system before the import and must be an exact match.
The import will fail if it cannot find matching values.
If you wish to remove a column, this can be done from the map, however, the excel document must match the import map, and so this would also need to be removed from the csv file.
Once you are happy with the import map, click Save & Close.
Data Import Schedule
You should now navigate to Settings > System Configuration > Data Import Schedule, to tell the system when the data import should occur.
Click New Record.
Give your Data Import Schedule a title and description so you can easily recognise it.
The Start date should be one day in the future as the data will be imported during an overnight scheduling process.
(You are creating the schedule today but you will schedule it for tomorrow)
The Frequency should be Once if it's a one-off import.
The Frequency should be recurring if you intend to do continual updates or imports of module records.
Please Note: If the Import is set to recur, the excel document must be uploaded each time within AWS S3 (Uploaded within Assure/WINSCP).
Notifications: This is for who should be notified about the results of the data import, it will send an email summary of the data-import results to the specified user.
Attach this schedule to the data import map from the above steps by clicking the Add Button in this section.
You will select your previously created Data Import Map within this part of the schedule configuration.
Once you have created your data import map and linked it to the schedule, you will be given a csv filename from Assure. You must change the name of your csv file containing the data that you wish to be imported and rename it to match the filename you were given within.
Once you have renamed the csv file to match the name provided by the schedule, navigate to the bottom section "Upload File" and browse to your file for upload.
We now support special characters such as "£" being used in the data within the csv file, the file must be saved in a UTF-8 csv comma delimited format, this will allow special characters to appear as expected.
Save & Close.
You have now created a data import map and schedule and uploaded your csv file to our AWS S3 servers, this information should be uploaded during the overnight process.
If you would like to purchase the Data Import Tool, please contact your Customer Success Manager.
You can find our step-by-step guide on how to import User data from the Knowledge Base link below: