TrackVia data import best practices

trackvia_data_import_best_practices

TrackVia provides a powerful platform to execute everyday processes and workflows, as well as store business-critical data for a wide range of our customers. With a quick solution, taking days, not weeks or months like other database alternatives, and with a broad non-specific industry focus, TrackVia provides our customers with a stable platform to grow their businesses.

However, TrackVia is even more valuable as a business tool when relevant data is stored in your applications. This article provides details on accepted data formats, standard import tips, and some advanced best practices for importing data.

TrackVia data formats:

There are two file formats supported by TrackVia for data imports. Most popular applications allow an export into these formats. The formats have the following extensions:

– xlsx: Microsoft Excel’s popular, and default format introduced in the 2007 version of Microsoft Office.
– CSV: Comma Separated Value is formatted in plain text and separates field data by a character (generally a tab) to separate data.

Once your data exists in one of these formats, it can easily be uploaded into TrackVia. In fact, a table can be created from a spreadsheet’s columns and rows.

Standard import tips:

Our Knowledge Base article contains more details on standard import capabilities, such as creating a new table from an Excel import and importing into an existing table. Please see the following link for more information: https://help.trackvia.com/knowledgebase/articles/371965-how-to-import-data

Import to an existing table

Data can be imported to an existing table with the following three options:

• Import to add only – This will add new values from a spreadsheet and ignore any records that already exist in TrackVia.
• Import to add and update – This is helpful if the information in TrackVia is outdated, and existing records need to be modified as well as adding in new records.
• Import to update only – Only existing records will be modified and no new records will be added.

trackvia_Import_to_Update_Only
Import to Update Only

TrackVia uses the Record ID to recognize whether a record exists in TrackVia. This is the first field, the hyperlink, displayed in the grid view.

Best practices and tips:

Change field type

Exporting and reimporting a table is an easy way to change a field type within a table (e.g., from a drop down to a single line) without losing data. First, export your data from the default table view, using App Overview.

Within the TrackVia Table Designer, add a new field with the desired field type and delete the existing field. In this example, a new field type of single line would be added, and the drop down field would be removed. Then, re-import your data using an Import to Update – and only import the values into the new field (in this case, single line).

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Change Field Type – Add a new field
trackvia_Change_field_type_Update_Only
Change Field Type – Update only
trackvia_Change_field_type_Select_new_field
Change Field Type – Select a new field
Creating linked records

Another powerful feature of TrackVia data imports is the ability to create the “links” between records that have an existing parent/child relationship.

Child records can inherit values from the parent record. To create the link, a new field is created on the child record that contains the Record ID of the parent. Using the “Import to Update” feature, a user can quickly import values into this link to parent field, which will create the link between the two records.

Once table relationships have been defined from the “Table Relationships” on the admin toolbar, and the spreadsheet contains a column of values for the link to parent field (the Record ID of the corresponding parent table), navigate to the child table on the App Overview toolbar and click “Import”.

Start an import to “update only” on the Import Options page. After clicking “Next” to the “Map your Data” page, select the checkbox at the top of the page to “Link Imported Rows to [Parent Table] Link to Parent”, which will be the name of the table link that has been created through the “Table Relationships”. Then, in the Link to Parent field on the workbook, select the appropriate field in the dropdown.

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Import to Update and Link

Any fields that have an empty link to parent field will have a data validation error – as the tables have not been linked. However, the records with the Link to Parent field completed will now be linked to the parent field.

In conclusion…

TrackVia data imports allow users to transition to TrackVia with minimum effort, and update data easily and effectively. And, with features such as creating parent/child links through an update, as well as changing field types, it proves to be a very valuable and versatile tool.

As always, if you have any questions for the TrackVia Support team, leave a comment below or tweet us @trackviasupport.