Importing records

If you can't sync with a vendor application to stream records into Oomnitza, you can import records from a spreadsheet.

Before you start

System administrators can determine which roles have permissions to import records by granting access to objects. They can also decide whether to enforce - for all roles and objects - the inclusion of mandatory fields when records are imported. See Granting role permissions. 

To promote data hygiene and integrity, administrators can block the import of records that don't contain values for mandatory fields. The name of the global setting is system.block_import_if_empty_mandatory_field_detected.  By default, it is turned off. If it is turned on, you must include fields that are set to mandatory in the data model.

See Global settings and Adding global settings. 

To allow users to import records for an object system, administrators must grant at least add and edit permissions for the object. And, to allow users to ignore screen-builder settings for a role and update read-only values, they must select the Ignore field settings for rules.

See Permissions in Controlling role access to data   

Before you start

Complete the following actions to ensure that the import completes successfully: 

1. Create a CSV, XLS, or XLSX file or create a Google Sheets document.
2. Add a column heading to the first row that includes the fields that are required to create or update a record. For example, when you create new records, you might need to provide the serial number for assets, endpoints, infrastructure, and networking.  
3. Insert a row for every record and populate the values under the column heading.

Tip
To create an import file, export records in list view and modify the file. 

Procedure

1. Click an object such as Hardware > All Assets.
2. Click Import and choose an upload option:
   1. To import records using CSV, XLS, or XLSX files, use the File Upload tab.
   2. To import records using Google Sheets, click the Google Sheets tab.
3. Select your import preference:
   1. Create new records 
   2. Update existing records
   3. Update existing records and create new records
4. Click Advanced and make your changes. You can complete the following actions: 
   • Restore archived records
   • Change the Time zone
   • Add tags to your import 
   • Receive an email when the import completes. 
5. Click Continue.
6. Optional. Click Ignore field settings and rules . Turn the toggle on to ignore record-level restrictions for fields such as custom visibility rules and field attribute changes set in the screen builder for the role. If it is enabled, the user can also edit read-only values.

Mapping

Tip
If the field is not visible on the mapping page, you need to add it to the record view. See Configuring tab view settings for roles.

1. Choose one of the following options:
   1. Click Smart Mapping. If the column headers in the spreadsheet match the field names in the record, all of the fields will be automatically mapped. 
   2. Click the down arrow on the imported field and select the target field.
   3. Click Template. Use the mapping that was used in a previous import or save the current mapping as a template.
2. Assign a sync key. Only attributes with unique values can be used as the sync key. 
3. Click VALIDATE. If errors are generated, click SHOW DETAILS. You can continue with the import if you get warning errors. If you get block errors, you must resolve them in the import file and upload the file again.
4. Click IMPORT.
5. Once the validation is complete, click IMPORT.

Related articles

Importing custom object records

Exporting asset records