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Importing data to an existing database

A powerful feature within databases is the ability to import data from an Excel file to an existing database. This can be quite useful if you have data gathered elsewhere that you would like to import on a bulk level, rather than updating the database manually with the existing data.

Verifying the Proper Fields

You will first want to verify that the column headers in your Excel file match the proper field titles in your existing database.

database-fields

 

 

 

 

 

 

 

 

 

In this example, we are working with a basic company directory that is compiling the full name, department, and title of every employee. Verifying these exact field names will ensure the proper import of the data from the Excel file.

Import Data

Navigate to the existing database you want to update via the import from Excel option. Select the Options > Import Data.

import-data

 

 

 

 

 

 

 

 

 

 

Import Data Entry Screen

This will take you to the import data screen. Copy the desired cells from Excel, making sure the first row contains the column headers, and then paste it into the text field.

import-data-screen

 

 

 

 

 

 

 

 

 

Due to certain types of formatting in Excel, some adjustments may need to be made in order for the data to be processed correctly. Click Continue.

Map the Fields

The next screen will provide you with a verification point to make sure the fields are mapped correctly and allow you to apply the data you copied from the Excel file.

map-the-fields

 

 

 

 

 

 

 

 

 

 

 

 

The Map the Fields screen will display the captured Column Label, Column Type, and Row numbers based on the data you imported from the Excel file. You have the option to Enable Workflow for imported records at this point, which will apply any Workflow rules in place for this database. It is important to note that this will cause the import to run slower, and extremely large imports may timeout and fail because of the large workflow rule application involved. Once all the information is verified, click Save and Import Data.

Database View Screen

Following the import of the data, the user will be directed to the default database view screen. It is at this screen where you will be able to see and verify the new records created by the Excel import.

db-view-screen
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