Importing Records


SpeedBase supports importing data from CSV files or MS Excel worksheets. You may use importing functionality both for creating or updating existing records.

About CSV Files

CSV files (comma delimited files) are simple text files. This file type is the most commonly supported type used to transfer data from various types of database software. So if you are already using any other database software, online database service or spreadsheet software, they will most probably allow you to export your data in this file format. Remember to use either "Save As.." or "Export" command to save/export your data in CSV format.

A typical CSV file contains consecutive field (column) data delimited with comma or TAB character. Each line corresponds to an individual record and the first line is dedicated to field headers. So it is possible to write a CSV file using Notepad only.
Example:
"Name","Surname","Age"
"John","Smith","30"
"Lisa","Brown","24"

About XLS Files

You may save your data from MS Excel program or any other spreadsheet software which supports saving files in XLS format. (Remember to use either "Save As.." or "Export" function of your program and save your file as "XLS" or "MS Excel 97-2003" file.)

Key Points to Remember

How to Import Data to Create New Records?





How to Import Data to Update Existing Records?

Tip: If you plan to import data which was exported also from SpeedBase, remember to include the ID field during the export. Data on ID field is required to locate the right record to update in your database when you import the same records back.

How to Import Images and File Attachments?

You may import images or files as attachments to your records. Note that, the catalog you want to import must already have a file/image field to accept file data. See this page for information about creating file/image fields in your database.

To import a file/image, your import data must contain the path of the file which must be imported and attached to the record. If files are saved into the same folder as the import document, the path can be just the file name itself. Otherwise full path must be included.
Example:
"Bird Name","Bird Photo"
"Parrot","C:\My Bird Photos\parrot.jpg"


Importing Fields of Type Relationship

It is possible to import fields of type N to 1 Relationship.

Example: If you are importing into the customer catalog which has a relationship definition with company catalog (i.e. a company name is selected on each customer record), you may include the company name in the worksheet under the relational lookup field column. For each customer record, SpeedBase will search for the company name in "company" catalog and if found the company is attached to the customer record imported.

Advanced Import Options

Initiate Chain Recalculation: Default: Checked. This box must normally be left checked in order to trigger any automatic re-calculation of affected computed fields, both within the imported records and for the relational records. In some cases when you import a large amount of data, the calculations triggered during import might significantly slow down import depending on your computed field design. In such cases it might be faster to disable calculation during import and then initiate the recalculation manually by right clicking each affected catalog and selecting "Recalculate". So consider unchecking this option only if the import is very slow.

Update "Modified On" Field to the Time of the Import: Default: Unchecked. When you import to update records, the "Modified On" field on records are not changed. This helps to keep the last (manual) modification date of records done by users intact even after an update was done via import. If checked, the "Modified On" field of imported records are set to the time of import. This on the other hand has the advantage of easily locating the imported records by sorting/filtering them in case something went wrong.

Add Imported Files to File Gallery: Default: Unchecked. If checked, the imported files (if any) will also become visible on File Gallery window.

Create Error Log File: Default: Unchecked. If checked, an error report is generated. It helps you to troubleshoot import errors by providing with explanation for each case of error where data could not be imported. No report is generated if the import is completed successfully.


The following are more advanced options and apply only if you intend to import relational data during import. Contact support for more information.

Process Relationship Data as ID Keys: For the previous example; you could also include the ID of the company as displayed in SpeedBase for "company" catalog instead of the company name. In order for this option to work, your source data must contain the valid ID numbers of each company under the relational lookup field column instead of actual company name.

Auto Create New Record on Parent Table: For the previous example; if the company name included with customer records does not exist in SpeedBase database, you may force SpeedBase to automatically create a new company record during import. You should check this option only if the related parent records do not exist and you want them to be automatically created as empty records, which you plan to complete at a later time.






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