fffTThe Import tool function can be used to upload a CSV or Excel spreadsheet that updates or inserts information into existing Entries. If you are not familiar with the import process, please first refer to our article on Importing Data. Users with Owner, Admin, and Read/Write permissions can import an update spreadsheet.
Importing updates to Entries via CSV or Excel can be an efficient way to update many existing Entries at once. Much like the process of importing new entries, widespread errors can occur if your spreadsheet contains hierarchical data or repeating values. Please reach out to us at support@catalogit.app if you have any questions about your spreadsheet data.
There are three options for importing data: Update, Insert, and Update or Insert.
Update
The spreadsheet contains data for updating existing Entries in CatalogIt. An Entry/Object ID or UUID is necessary for mapping the data to the existing CatalogIt Entry.
Insert
The spreadsheet contains data for creating new Entries in CatalogIt.
Update or Insert
The spreadsheet contains data for updating existing Entries in CatalogIt, and contains data for creating new Entries in CatalogIt.
Existing Data Will Be Overwritten
An import update cannot currently append new data to existing data.
It will replace data that is already there, and/or enter data in previously unused fields. For instance, if you have entered into CatalogIt Location data for Entry 2001.1.7, and you uploaded an update for 2001.1.7 with a Location Note, the existing Location data will be overwritten and replaced only with the Location Note. Support for appending new information to existing information will be implemented in the future.
Update Using the Import Tool
Importing an update spreadsheet is the same process as importing new data from a spreadsheet. Key considerations for an update spreadsheet:
- Each row must have a unique identifier, such as the Entry/Object ID or the UUID, that will be used to map to the existing Entry. Updated information will not be imported in if there is not a matching unique identifier. An Entry's UUID can be obtained by selecting the Action Menu in the upper-right corner of the Entry screen, selecting QR Code/URL, then copying everything in the link after /entry.
- Selecting Update or Update or Insert under Import Mode.
Like importing new data, the Entries that are being updated from the spreadsheet must be of the same Classification, and they should not contain repeating data or hierarchical data.
Can I Do An Update Import Into “All Entries”?
All imports must be done in a created Folder. You cannot do an update import into All Entries. While you can do an update import into a Folder that contains Entries, it is best practice to import into an empty created Folder, particularly when uploading an Update or Insert spreadsheet that will also create new Entries.