Introduction
It's possible to bulk import issues into an InfoCapture project. This is useful when existing data is elsewhere and it's wished to move it to InfoCapture.
Ticket information can also be updated in bulk using a CSV.
If multiple issues need to be updated with the same information, it is more efficient to update them in bulk. This is also useful for assigning multiple issues to a particular handler or changing the status for multiple issues.
Bulk Import
Download Template
To bulk import issues first download a template to populate issues with.
- Go to InfoCapture Admin > select the relevant project > click 'Export & Import from CSV' > 'Bulk Import' tab.
- Underneath "Step 1 - Download and populate template", click "Download Template". This will download a .csv with column headers, which will correspond to fields within the project form, as well as details such as reporter, handler, and date of submission. Each row of information you enter into the CSV will create a new issue within the project once the file is uploaded.
- Complete the details as required on your local PC, bearing in mind the appropriate values for that field type (for example, a "radio" field type will need to contain an ID number rather than text - check the "Field Properties" tab within the InfoCapture form to confirm).
Below is a table of the expected values based on field type:
| Field Type | Expected Value in CSV | Notes |
| String | Plain text | |
| Text | Plain text | |
| Checkbox (Single) | 0, 1 | |
| Checkbox (Multiple) | Numerical IDs of values | Comma separated list |
| Radio | Numerical ID of value | |
| Select (Single) | Numerical ID of value | |
| Select (Multiple) | Numerical IDs of values | Comma separated list |
| Date (Calendar Picker) | YYYYMMDD | |
| Date (3 Drop Downs) | YYYYMMDD | |
| Date/Time | YYYYMMDDHHMMSS | |
| Label | Cannot be imported | |
| Notice | Cannot be imported | |
| Users list (Single) | User ID | |
| Users list (Multiple) | User IDs | Comma separated list |
| Document (link to a file which already exists in the Claromentis DMS) | Document ID | |
| File upload | Cannot be imported | |
| HTML | Plain text | |
| Group | Group IDs | Comma separated list |
| Role | Role IDs | Comma separated list |
| Signature Pad | Cannot be imported | The signature pad is securely time-stamped and cannot be imported back. |
| Financial | Numerical value | Financial value assumes there are two decimal places without a dot or comma separation or any currency symbols. For example, to enter the value of 150.50 this must be entered as 15050. |
| creator-user-id | User ID | If unspecified, the submitter will be 'Guest'. |
| handler-user-id | User ID | If specified, ASSIGNED TO field must be enabled in Project Properties and the relevant user must have ‘Handle issues’ rights If unspecified, the issue will be unassigned. |
| status-code | Status code | If unspecified, the status will display ‘Current status’ |
| date-of-report | YYYYMMDDHHMMSS |
Importing Issues
Back in the InfoCapture Admin panel, select the 'Bulk Import' tab, and upload the CSV you have populated previously.
Click 'Import', and the system will start applying the data to your InfoCapture project, a summary of the imported issues will appear as well.
The tickets newly added should be evident when you check your project's ticket list.
Bulk Update
To bulk update issues that already exist in an InfoCapture project, the process is similar to bulk importing.
Download Data
- To amend and update multiple existing issues, download the existing data by going to InfoCapture Admin > select the relevant project > click 'Export & Import from CSV' > 'Bulk Update' tab.
- Underneath 'Download and modify CSV data', click 'Export all data to CSV'.
- Change the required details in the downloaded CSV. Ensure that the 'id' and 'id_in_project' columns are not amended, as these are unique identifiers and should be left as they are.
Updating Issues
Back in the InfoCapture Admin panel, select the "Bulk Update" tab, and upload the updated CSV. Click "Update", and a summary of the updated issues will appear below.
Troubleshooting
The most common issue with imports is the invalid format, this is mostly caused by incompatibility with character encoding or automatic data interpretation which is often caused by opening CSV files directly in applications such as Microsoft Excel.
Claromentis uses UTF-8 character encoding and there are few tips you can follow when working with CSV files following a short video below and check out the article below.
Check out our video of an import being run:
