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Import Data

Bring spreadsheet metadata into iBase using policies, mappings and matching fields.

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What Importing Data Is For

Use Import Data to create or update item metadata from an Excel workbook. This is normally used when metadata has been prepared outside iBase, or when a controlled update needs to be applied to many records.

Where to Find It
  • Select file adds the Excel workbook used as the source file.
  • Saved policies and Choose which data to import set up the import route.
  • Upload data into folder, Sheet, First row contains column titles, Sheet column and Matching field control folder destination and mapping.

Prepare the Workbook

  • Use an Excel workbook in .xlsx format.
  • Keep one clear row per item or record update.
  • Use consistent column headings if the first row contains column titles.
  • Keep identifiers or matching values unique where the import will update existing records.
  • Keep a copy of the source workbook before importing into a live content set.
  • For migration or repeat import work, agree the mapping and cleansing rules before using a workbook against live records.

Choose Import Options

  1. Open the navigation menu and choose Import Data.
  2. Use Select file to add the Excel workbook.
  3. Choose Saved policies when a prepared import policy exists.
  4. Choose Choose which data to import when the mapping needs to be set during the import.
  5. Enter or review the import Name.
  6. Choose Upload data into folder where new records or related content should be placed.
  7. Select the correct Sheet.
  8. Confirm whether First row contains column titles is correct.
Note: saved policies should be reviewed before use. A policy created for one data source may not be suitable for another workbook.

Map Columns and Matching Fields

The import screen lets you connect spreadsheet columns to iBase fields. When updating existing records, use the matching options carefully.

  • Sheet column is the column in the workbook.
  • Matching field is the iBase field used to find an existing item.
  • Use a stable identifier where possible, rather than a descriptive field that may contain duplicates.
  • Where embedded metadata and workbook metadata overlap, confirm which source should take priority before importing.
  • Check date, rights, subject and label values against local metadata rules before importing.

Run and Check the Import

  1. Review the policy, folder, sheet, title-row setting and mapping.
  2. Choose Import Data only when the settings are correct.
  3. Check the import result and any reported errors.
  4. Open a sample of imported or updated records.
  5. Confirm that key fields, labels, subjects and workflow state are correct.
  6. Escalate unexpected changes before running further imports.