Using the Import (Beta) Tool

Introduction

The import tool is used to upload large amounts of data into your Redlist account. Records can be uploaded via .csv files and can include the following record types:

1. Assets - Template File
2. Inventory
3. Work Order Templates
4. Components
5. Component Tasks
6. Clients
7. Contacts
8. Bill as Types
9. Employees - Template File

The new Import (Beta) tool has an improved UI, clearer failure messaging for when an item on an import fails, and the ability to submit data that is ready to import, while allowing the items with errors to be downloaded, corrected and reimported.

How to Use the Import (Beta) Tool

1. Click on the "Admin" button on the left hand navigation bar
2. Select "Import (Beta)" from the menu that appears
3. Click on the blue and white "Import Data" button on the right side of the screen
   1. This will open the "Import Data" modal
4. Click on the data type that you want to import
   1. When you have selected a data type, that data type will have a blue outline around the box for that data type
5. Click on the blue and white "Next" button in the bottom right corner of themodal

At this point there are two options for importing your data. Option 1 is the path you will take if you don't have your data organized into spreadsheets already. Option 1 provides you with an import template that can be filled out with data and then imported into the system. Option 2 is for those that already have their data in a .csv file and just need to map the appropriate fields from their sheet to the corresponding fields in Redlist. Both options are outline below

Option 1 - Downloading Data Template

1. Click on the white and blue "Download Asset Template" button near the top of the "Import Data" modal
   1. This will download the .csv template for the data type that you selected. You can also download the templates at the bottom of this article.
2. Open the template
   1. These templates contain all of the required and optional fields for each data type that can be imported into Redlist
      1. Fields with an asterisk "*" at the beginning of the field name are required fields that must be filled out in order for the data to be imported
      2. All other fields are optional and can be filled out as needed
3. Enter data into the template file
4. Once all data is entered, save the file and follow steps 1-5 in the "How to use the Import (Beta) tool above
5. Click on the white and blue "Upload File" button in the middle of the "Import Data" modalF
6. Select the template from where you saved it on your computer
7. Click on the blue and white "Next" button in the bottom right corner of the modal

Option 2 - No Template Needed

1. Click on the white and blue "Upload File" button in the middle of the "Import Data" modal
2. Select the template from where you saved it on your computer
3. Click on the blue and white "Next" button in the bottom right corner of the modal

Mapping Headers

Once the file has been uploaded, you will be taken to the "Map Headers" section of the Import Data module. The table in this section has 3 coliumns

1. The left hand column is the headers from the file that was uploaded.
2. The middle column are the available data fields for the data type that you are importing
3. The right column contains a short explanation of what is being shown in the middle column

The system will look for and match any identical columns between the file that was uploaded and the Redlist system fields. Review the matches that were made, update any that need to be updated, and match select system fields for any that might be blank. To do this 

1. Click on the empty "System Field" cell
2. Select the field you wish to map to the field from your uploaded file in the left and column
3. Review the "System Field Glossary" in the right hand column to make sure it is a good match

After all fields have been mapped appropriately, click on the blue and white "Next" button in the bottom right corner of the modal. This system will then validate the mapping that was done and move on to the "Finalize Import" section of the modal

Finalizing the Import

Now that the data has been validated, the system will show you the number of items that are ready to be imported, and the number of errors that are present in the import file. To review the errors,

1. Click on the "View" dropdown filter located directly under the "Items Ready For Import" box and select error
   1. This will update the table below to contain only the errors in your file
2. To see what is causing the error with a particular item, hover over the red triangle located int the "Row" column for a particular item
   1. This will pop up a tool tip indicating what is causing the error for that particular item

At this point, all items that are marked as "Ready For Import" can be imported by clicking on the blue and white "Import" button in the bottom right hand corner of the modal. This will import only those items and hold back any items that have errors. 

Correcting Errors

To correct errors that were included in your import file, locate the import that you just completed in the table at the bottom of the "Import (Beta)" page. The latest imports will be at the top of the table.

1. Click on the white and blue "Download" button on the far right side of the row for the import that you want to correct errors for. 
2. Select the "Errors" option from the dropdown menu
   1. This will download a file containing all of the items that had errors in your original import
3. Correct the errors in the import
4. Reimport the corrected items by following steps 1-5 in the "How to Use the Import (Beta) Tool" section, and the steps included in the "Mapping Headers" and "Finalizing the Import" sections above.

Once the import has been completed, the data you imported will now be visible in the appropriate part of the tool and can be used as needed throughout the Redlist platform. 

There is an instructional video in the top left corner of the "Import (Beta)" page that walks through the steps outlined in this article

Template Files