The system is designed with the ability to import with an update, this means when you import a record and you have specified a unique identifier it will be used to identify and update the respective record.
You can get the system's Import templates by clicking on Imports/Exports then click on templates, the excel file contains a Rules and Samples sheet that details what is required for your import to be successful.
Click on the relevant section e.g Imports, Exports or Scheduled Exports then Click on the + Add button to perform the required task.
The different sheets contained on the downloaded excel.
The system follows the steps below when processing records specified on the import excel sheet.
- The system will read the data specified in the import file sequentially. as a result, should there be a record with the same unique identify the last record will take precedence|
- The system will read the record and try to determine if there's a unique identifier specified then proceed to do the following.
- If there's a unique identifier specified, the system will do one of the following.
- The system will try and retrieve the record linked to the unique identifier specified If a record exists it will be updated with the data contained on the import file.
- If there's no record in the system linked to the unique identifier the system will create a new record and link it to the specified unique identifier.
- The system will try and retrieve the record linked to the unique identifier specified If a record exists it will be updated with the data contained on the import file.
- If there's no unique identifier specified or the identifier is set as "NEW", the system will then try to generate a new unique identifier using the specified linked sequencing to the import type. Note this does not apply for records that do not have a unique identifier that was either manually specified or generated by the system.
- It is going to try to generate a unique identifier using the assigned sequence from the lowest to the highest level. i.e. Team > Sub Department > Department.
- Should the above fail to generate a Code(unique Identifier), the system will then try to use the Global sequence assigned in the Sequence Assignments this is located on Administration > Sequence Assignments.
- If all the steps above fail, the record will be given an Error Code.
- It is going to try to generate a unique identifier using the assigned sequence from the lowest to the highest level. i.e. Team > Sub Department > Department.
- If there's a unique identifier specified, the system will do one of the following.