User Manual: CSV Importer: Preparing Your Data
- Megan Forbes
- Kristina Spurgin
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 valid UTF-8 encoded .csv file. Data from Open Office, Excel, Google Sheets, and other spreadsheet applications can all be saved as .csv files, but there are some special procedures to follow to ensure the correct validity and encoding are retained. (See Saving Files as CSV)
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.
The CSV Importer can handle batches of up to 20,000 rows (i.e. 19,999 records plus the header row). If you need to update more than 19,999 records, you will need to split your data into multiple .csv files for import.
Instructions for generating templates to help organize and format your data for import. | |
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Instructions for properly formatting field-level data to ensure a successful import. | |
Instructions and tips for using the CSV Importer to create or update Procedural and Authority Term records, and to create Relationships between records. | |
Instructions for opening CSV files without data formats and encoding being “helpfully” changed | |
Instructions for saving files generated in LibreOffice Calc, Excel, or Google as a CSV. | |
Specific instructions for: importing images or other files on Media Handling procedures; preparing delete batches |