Import data from a CSV file

Once a board has been created, it is possible to add data from one or more existing CSV files. Importing this information then requires associating the data from the source files with the various attributes of the board's model.

If the data is to come from multiple files, it will be necessary to perform a CSV data import for each file.

Before we begin…

Board prerequisites

Before any CSV import, the attributes into which the data will be imported must exist in the board. You will not be able to create missing attributes during the import process.

Furthermore, only the following attributes can be populated via CSV data import:

For the others, they will need to be re-entered directly into the board.

Importing data such as email addresses or list values (tags)

In the data to be imported, you may have multiple email addresses or list values contained in the same field.

Email addresses

In the case of email addresses, it is possible to import them into a Text or User attribute. It all depends on whether these users need to have a role in your board:

• in a user attribute, you will be able to import them and choose their default role during import (including a ghost role that gives them no rights on the board).

• in a Text attribute, these addresses will only be simple data without any possible action by these users on the board (note that it remains possible to have “ghost” members in a board = who do not have any possible action in the board).

If the import is done in a user field, the following separators can be used in the source CSV file so that each address creates a separate user. The possible separators are:

• line break

• the pipe “ | “

• the semicolon “; “

• the comma “ , “

Of course, for this to work, the Target User attribute will need to accept multiple values.

List values

If the source file contains list values, then you will logically import them into a field of type "Choice in a list". Note that if there are to be multiple list values for the same attribute, then the attribute must accept multiple values.

This type of data can use the same separators as those used for user import (see previous section).

Typology of data imports

Importing CSV data allows for two types of import:

• A one-time import to use when you want to simply add data to the board, whether or not there is already data present. In this case, there is neither modification nor deletion of existing data.

• a recurring import which allows you to import but also to update existing data already in the board.

Conversely, recurring import allows you to update data by re-importing the same file multiple times, after it has been modified, supplemented, or even purged of previously imported data. In this case, you will be asked, during the first import, to save the association model you created between the source file and the attributes of your board. This association model can then be reused during the next data import without you having to recreate all the field associations.

Perform a data import

As previously mentioned, it is possible to simply add data to a board or to use a file to update existing data (which then implies importing the same modified data file several times).

Simply add data from a CSV file

To easily add data from a CSV file, proceed as follows (once the board attributes have been defined, of course!):

1. In the board, open the context menu and choose CSV data import.
   

2. In step 1 Choose the CSV file :
   1. Select the file.

   2. Choose the data import type Adding simple data.

   3. Check if the selected data separator is the same one used in your csv file.

3. In step 2 Select the fields :
   1. Unless the wizard has automatically mapped the fields, manually associate each piece of data from the CSV file to be imported with the attributes of the model. Specify the formats for the fields that require them.

   2. If some data does not have an attribute to import it, click the x button to remove the association and adjust the associations that require additional parameters.

   3. Click on Import.

4. In step 3 Check the results, check the number of imported records and click on To validate. Your board appears with the imported data.

Update data from a CSV file

If you want to use a source file and re-import data from that file for updating, then you need to do a recurring import.

First recurring import of a CSV data file

To perform this type of import, proceed as follows (once all the board attributes have been defined, of course!):

1. In the board, open the context menu and choose CSV data import.
   

2. In step 1 Choose the CSV file :
   1. Select the file.

   2. Choose the data import type Import with possible updating of existing data (recurring import).

   3. Check if the selected data separator is the same one used in your csv file.

3. In step 2 Select the fields :
   1. Name it association model. It can be reused during the next import of this file. This is especially useful if the data import needs to be done from multiple CSV data files.

   2. Specify the field in the source file that will be the unique synchronization identifier for each line of the CSV file. It is from this identifier that the data will be compared in order to perform updates, additions, or even deletions. Warning! It is important to note that the field used for data identification must be associated with a field in the model.

   3. Unless the wizard has automatically mapped the fields, manually associate each piece of data from the CSV file to be imported with the attributes of the model. Specify the formats for the fields that require them.

   4. If some data does not have an attribute to import it, click the x button to remove the association.

   5. Click on Import.

4. In step 3 Check the results, check the number of imported records and click on To validate. Your board appears with the imported data.

Restart a data update

To re-import a file already imported as part of a data update, simply repeat the recurring import procedure and choose the association model that you created during the first recurring import of this file.

Note, however, that a single data file can have multiple association models. Therefore:

• If you want to create a new association model for this file, choose New association model in the list of models. Note: To cancel this choice, select the previous association model again.

• If you want to start from the current model you want to modify, choose the option Duplicate the current model before making your changes. Note: To cancel this choice, open the list of models to choose the desired option (new model or an existing model).