User Manual: CSV Importer: Preparing Your Data

Overview

The CollectionSpace CSV Importer is a tool used to import data saved in a spreadsheet directly into CollectionSpace. You may use the tool to create entirely new records and relationships, or to make updates to existing records. Data in the spreadsheet must be formatted properly for a successful import. Key elements include (all discussed in greater detail below):

  • The column headers in your spreadsheet need to align with the field names in the database, and the content of your spreadsheet needs to align with the CollectionSpace data model (e.g. dates into date fields).

  • To use the CSV Importer, data must be saved as a .csv file. Data from Open Office, Excel, Google Sheets, and other spreadsheet applications can all be saved as .csv files. 

  • Data can be imported into a single procedure or authority at a time. Secondary imports can create relationships between existing records and/or or create hierarchies.

Instructions for generating templates to help organize and format your data for import.

Instructions for generating templates to help organize and format your data for import.

Formatting Field-Level Data

Instructions for properly formatting field-level data to ensure a successful import.

Formatting Records and Relationships

Instructions and tips for using the CSV Importer to create or update Procedural and Authority Term records, and to create Relationships between records.

Saving Files as CSV

Instructions for saving files generated in Open Office, Excel, or Google as a CSV.

Data Prep Special Topics and Tips

Specific instructions for: importing images or other files on Media Handling procedures; preparing delete batches