Import Reference Data (V12+)

This article covers the updates to the Reference Data Import feature changes that were introduced in Pitram V12.  This article should not be used for sites running older version of Pitram.

General Information

Below are a list of changes to the import process from previous versions of Pitram.

• The file import now follows the rules of the attributes in Reference Edit, for example;
  • If an attribute is required in Pitram, then the import will now require this field to be populated.
  • If an attribute is set as a numeric field, this will be forced in the import as well.
  • If an attribute has a set number of decimal places or number max/min, the import will force this requirement, rounding numbers if needed.
• Templates can be created to help streamline the imports.
• Import fields can be mapped to the file, rather than having to exactly match the attribute names.
• Errors in the import will be listed, before importing.  The system will also allow you to import while ignoring entries with errors.

Importing Reference Data with no Template

1. In the Reference Edit module, select Import and select CSV or XLSX option.
   
   
   
   
2. This window will open.
   
   
   
   
3. Click Browse to select the file to import (The file name no longer has to exactly match the reference data table name, this will be mapped out later).
4. Under templates, select None under the Action.
   
   
   
   
5. Click Next to start the import process.
6. Select Import Row Information
   1. This section allows you to set if there is a Header Row Number, Import Start Row, and end row.
   2. If no end row is selected, the import will go to the end of the file
      
      
      
      
7. Click Next.
8. Data Import Preview - This next screen shows a brief view of your file.
   
   
   
   
9. Click Next.
10. Map out the attributes of the file.
    1. Reference Group - Select the reference data table you are updating
    2. Publish on Import - If this is checked, once the import process is complete, the table will automatically be published.
    3. The system will automatically select the fields in the file that match the attributes of the table, for example if your import file has a header labeled code, then code will automatically be selected for the Code field.
    4. The General section
       1. This section will always be the same for all data, Code/Description/Abbreviation.
    5. Attributes Section
       1. This will link to all attributes for the table being updated
       2. Any fields that are required will have a red * next to it.  Leaving these columns blank will block the import.
    6. There is not an option to map active lists, however if your file has column headers that match active lists for this group, these will be updated.
       
       
       
       
11. Click Next.
12. Validation screen will show next - This is where the system will check the import file for any issues.
    1. If you are updating attributes, active lists description, or abbreviation, this screen will flag these rows as duplicates, as they are not creating new records.
    2. If you are updating existing ref data, you will need to select the Overwrite option.
    3. If there are errors, you can either close out and fix the import file, or select ignore records with errors.
       
       
       
       
       
       
13. Click Import to complete the import process.
14. Once the import is finished, the window below will appear, allowing you to close or create a new import.

Creating or Modifying Templates

Templates can be created to streamline the import process.  The template will save all the settings of the first import you create for it.  For example, if you select Publish on Import, the mapping of the attributes to the file row headers, and the final overwrite/ignore selections before the import will all be saved as the template.

1. Select Import option in Reference Edit.
2. Select file to Import.
3. Under Templates, select Create and enter Template name.
   
   
   
   
4. Click Next.
5. Select Import Row Information. (This selection will be saved as part of the template)
6. Click Next
7. Review Data import, then click Next.
8. Select the Import Attribute mappings. (These selection are also saved as part of the template, also, check or uncheck the publish on import option is included in the template.
9. Click Next
10. Select Validation Options.
11. Click Import.
12. Click Close or New Import.
13. These steps create the template with the selection options saved to streamline later imports.  You can use this same process to modify existing templates, by selecting modify in step 3 and then going through the configuration to make any needed changes to the template.

Using Reference Data Import Templates

1. Select the Import Option in Reference Edit.
2. Select file to Import.
3. Under Templates, select Use, then select Template Name
   1. Checking My Templates will limit the list of templates to only the ones created by your user.
      
      
      
      
4. Click Next
5. Review Data Import and click Next.
6. The Import will jump to the final validation and allow you to review errors and select Overwrite or Ignore Records with Errors options.
7. Click Import
8. Click Close or New Import.

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