Imports - How to Import Files

There are 4 key steps to completing an import with ease.

1. Uploading a File

2. Matching Data Tables/Mapping Data Columns

3. Verifying the Data

4. Results/Completion of the import

The sections below will guide you along each step of the import process.

Uploading a File

There are 2 ways to get your data into an import:

1. Drag and Drop or Click to Upload a CSV, XLSX or XLS file

2. Copy and Paste table data from a spreadsheet or google sheet

The instructions below will guide you through the full import process when uploading a file. To use the copy and paste function, see the Appendix at the end of this document.

1. Under Admin - Click on Imports

   

2. Find the file type you’d like to import to

   

3. Hover over the Import/Export menu

   

4. Click Import File

   

5. Drag and Drop or Click to Upload your file

   

   1. You will be redirected to a new page displaying your data and to make some quick decisions

   2. Columns of data will be displayed

6. Designate the Header Row if applicable

   1. It’s helpful to have a header row to help with matching/mapping columns but you can proceed without having a header row

   2. Select the radial button next to the row of your data that is considered the header (column titles)

      

   3. If there are no headers on the sheet, select the radial button that denotes there are no headers

      

7. Click Next in the bottom right corner of the screen

8. The next step will be to match/map your data to our data columns to ensure that the information gets placed in the right fields in your software

Matching Data Tables/Mapping Columns

This step is important in ensuring that your data flows to the right fields in your software

1. After following the steps listed for Uploading a File, proceed with the below

2. Visit each drop down in the “Columns in your File” column and select the column from your file that should correspond with RTA’s Template Field section

   

   1. Once you’ve done this once, the system will remember your mapping if needing to import this file again for updates in the future

   2. Template Field items with an asterisk are required and the import will not work without data in those fields

      

   3. If there is a non-required template field that you do not wish to have data populate to or update, simply leave the “Columns in your File” dropdown as “Select a Column” which tells RTA that you won’t be updating anything to that field

      

3. Once all columns have the appropriate mapping, click Next at the bottom right of the screen

4. Next will be verifying the data where RTA will display issues/errors in the import. See the “Verifying the Data” section below for the process to follow.

Verifying the Data

Verifying the data is an important step. Items with issues will show up in red and will not import. Follow the guidelines below for verifying data for import.

1. Rows highlighted in light red are data rows that contain errors

   1. Use the drop down at the top of the “verify data” page to select whether you want to see all rows or only the errored/invalid rows

      

2. Fields that are colored dark red call out the items in that row that need attention

   1. Errors can be related to multiple factors (Clicking in the error field will display why it errored at the bottom of the page)

3. Errored rows/fields can be updated in real time at this stage by clicking in the field and adding the corrected data

   1. Use the Find and Replace option if needing to correct bulk errors

      1. Click Find and Replace button at top of page

         

      2. Choose whether you are replacing across all columns or use the Column Names drop down to select a column of data to replace items

         1. Column names appear in the order they are listed in the file when reading from left to right

            

      3. In the Find box, type in what you are looking to replace and then select if you want it to be an exact match to that entered data and if it needs to be case sensitive

      4. In the Replace With box, type what you would like the new value to be and click Replace All

         

4. Once errors are updated correctly, the row will display without the red backfill indicating that the row no longer contains errors

5. Scrolling to the end of the row allows you to remove errored rows if you aren’t sure what you’d like errored values to actually be

   

6. Once all corrections have been made, you are ready to import and can click the Submit button at the lower right corner of the screen

7. The next and final step is the results of the completed import. See the next section.

Results/Completing the Import

Once the steps for uploading the file, mapping columns, and verifying the data are completed, you do not have to sit and wait for things to finalize.

The status of the import will display on the screen but while it is in progress you can navigate to other areas and go about doing what you need to do.

You’ll be able to view the status of the import via the Import History tab which can be found by expanding the Imports section under Admin in the menu and then clicking Imports History

Appendix

Using the Copy/Paste feature for Imports

• Under Admin - Click on Imports

  

• Find the file type you’d like to import to

  

• Hover over the Import/Export menu

  

• Click the Copy/Paste link

  

• Paste the copied table data from your spreadsheet into the provided box

  

• Select the type of delimiter to use for the data

  

• Click Next

• Follow steps 6-8 of Uploading a File.