This article explains how to use the Data Import Tool (a purchased feature in Assure that allows bulk creation or update of module records via a CSV file) to import data into Assure modules. The process covers two sequential configuration steps: creating a Data Import Map (which defines how CSV columns map to Assure fields) and a Data Import Schedule (which controls when the import runs). The tool supports both one-off and recurring imports. Recurring imports require files to be uploaded to an AWS S3 storage server. Data is processed during an overnight batch run.
Navigation: Settings > System Configuration > Data Import Map / Data Import Schedule
Prerequisites
Before using the Data Import Tool, confirm the following:
- The Data Import Tool is a purchased feature. To access the tool, the user must have the appropriate permissions, which are activated by Technical Support upon purchase.
- The user's Assure role must have the Manage Data-Import Supervisor Privilege set to Allow. This privilege allows the user to configure data import maps and schedules and view the data import logs for previously run data imports.
- To import data, a CSV document containing the data to be imported is required. For recurring imports, the file must be uploaded to the AWS S3 storage server, which requires an S3 key. An S3 key can be requested by submitting a ticket to Technical Support. An S3 key can be used in conjunction with WinSCP to configure a recurring data import. For one-off imports, the CSV file can be uploaded directly in Assure.
- If the Data Import Tool has not yet been purchased, contact your Customer Success Manager.
Overview
The Data Import Tool can be used for a one-off import or a recurring update of existing module records.
The end-to-end process consists of two steps:
- Create a Data Import Map - defines the module and how each CSV column maps to an Assure field.
- Create a Data Import Schedule -defines when the import runs, attaches the Data Import Map, and triggers the overnight processing of the file.
Step 1 - Create a Data Import Map
Once the import file is ready, navigate to Settings > System Configuration > Data Import Map. Click the New Record button.
Configure the Data Import Map
Select the module to import data into using the Cog Wheel icon. Provide a Title for the Data Map. Confirm the Import Type. There are three options:
| Import Type | When to use |
| Insert | Default setting. Creates new records only. Prevents existing record data from being overwritten by mistake. |
| Update | Updates existing records only. |
| Insert and Update | Creates new records and updates existing records from the same CSV file. |
The Import Type defaults to Insert for new and existing import maps to ensure that record data is not overwritten by mistake. To update record data, change the Import Type to Update. To insert new records and update existing records from the same CSV file, select Insert and Update.
Upload the CSV and Map Fields
To add the CSV file, click Browse and select the CSV file from the local machine. When the file is uploaded, the displayed table populates with the relevant number of columns. To automatically match imported data to Assure system fields, click Auto Match. This automatically assigns a field to each row if there is an exact match in the system, using the field captions within the module.
Each row in the mapping table shows the following:
| Column | Description |
| Order | The order the data is in as matched by the excel columns. The first column will be 0. Can be amended by clicking the arrow icons and dragging up or down. |
| Header | Shows the header text as shown in the Excel document. |
| Caption | A dropdown that allows selection of the Assure field to map the current column to. |
| Key Field | If ticked, tells the system that this row is a unique key field. The unique field is the identifier of the record. |
| Match by ID | Allows certain values to be matched by their ID instead of their display text. This is primarily used for org units. |
Important Rules for Field Mapping
Org Units: 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 the system.
Picklist Fields: If inputting data for Picklist Fields, all values in the CSV document must exist within the picklist dictionary on the Assure system before the import, and must be an exact match. The import will fail if matching values cannot be found.
Removing Columns: If a column needs to be removed from the map, it must also be removed from the CSV file, as the CSV document must match the import map.
Once the import map is configured, click Save & Close.
Step 2 - Create a Data Import Schedule
Navigate to Settings > System Configuration > Data Import Schedule to tell the system when the data import should occur. Click New Record. Give the Data Import Schedule a title and description so it can be easily identified.
Set the Start Date and Frequency
The Start Date should be set to one day in the future, as the data is imported during an overnight scheduling process. The Frequency should be set to Once for a one-off import, or Recurring for continual updates or imports of module records.
Note: If the import is set to recur, the CSV file must be uploaded each time within AWS S3 (via Assure or WinSCP).
Configure Notifications
The Notifications setting specifies who should be notified about the results of the data import. The system sends an email summary of the data import results to the specified user.
Attach the Data Import Map
Attach the Data Import Map created in Step 1 by clicking the Add button in this section, then selecting the previously created Data Import Map.
Upload the CSV File
Once the Data Import Map has been linked to the schedule, Assure provides a CSV filename. The CSV file containing the import data must be renamed to match the filename provided. Once renamed, navigate to the Upload File section at the bottom of the screen and browse to the file for upload.
Special Characters: Special characters such as "£" are supported in CSV data. The file must be saved in UTF-8 CSV comma delimited format to ensure special characters appear as expected.Click Save & Close. The Data Import Map and Schedule are now created, and the CSV file has been uploaded to the AWS S3 servers. The data will be imported during the overnight process.
Once you have finished, Save & Close.
AI Metadata
- Product Area: Data Import, System Configuration, Settings
- User Role: Assure Administrator with the Manage Data-Import Supervisor Privilege
- Tags: Data Import Tool, Data Import Map, Data Import Schedule, CSV, bulk import, module records, AWS S3, WinSCP, field mapping, Auto Match, picklist, org unit, recurring import, one-off import
- Version/Region: All Assure versions; all regions
- Important synonyms: Data Import Tool = bulk import tool; Data Import Map = import map = field mapping; Data Import Schedule = import schedule; CSV = comma-separated values file = Excel CSV; AWS S3 = S3 storage server; WinSCP = SFTP client used for S3 file upload; Auto Match = automatic field matching
- Suggested embedding keywords: bulk import Assure modules, Data Import Tool Assure, Data Import Map settings, Data Import Schedule Assure, CSV import Assure, recurring data import Assure, AWS S3 Assure import, Auto Match field mapping Assure, org unit ID import, picklist import Assure, one-off import Assure, UTF-8 CSV Assure
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Relevant modules and cross-module implications: This article is cross-module in scope. The Data Import Tool applies to all Assure modules (for example, Incident, Risk Assessment, Audit, Equipment Register, People). The Data Import Map and Data Import Schedule are both configured under Settings > System Configuration. Org Unit IDs referenced in the import are sourced from the Organisational Unit Quick Report. A separate article covers bulk importing of System Users specifically.