Importing Records in Bulk

A bulk import has two steps. First you upload the file and get a dry-run report. No record is created in this step. When you review the report and confirm it, the valid rows enter the catalogue as draft records.

Preparing the file

1. Open the Catalogue → Bulk import screen.
2. Download the CSV, Excel (XLSX) or JSON template from the Templates section.
3. Delete the two sample rows in the template.
4. Write each record on one row.

The README sheet of the Excel template describes each column. The rules of the columns are in Import Columns. Write each record's ID from the old system in the source_id column. This ID prevents the same record from being created twice when you upload the file again later.

Upload and dry-run report

1. In the Upload and dry-run section, type a short name of your old system in the Source system name field, for example old-catalogue.
2. Drag the file onto the upload area or select it from your computer.
3. Review the rows in the dry-run report that opens.

The report shows each row's problems and the action the import will take. The parts of the report are in Dry-Run Report. The Source system name is stored as the origin of the records. The system recognises an existing record when this name and the source_id value match together. Always upload files from the same old system with the same name.

Correcting errors

1. In the report, open the Invalid tab.
2. Press Download the error report (CSV).
3. Correct the errors in your file with the downloaded list.
4. Upload the corrected file again with the same Source system name.

The error list contains the row number, the column, the problem, the source_id value and the title. Warnings are also in the list, on separate rows. You can also leave the invalid rows and import the valid rows right away. Invalid rows are skipped in the import and can be tried again later with Retrying Failed Rows.

Importing the valid rows

1. For the When a record with the same source ID exists option, select Skip (leave the existing record) or Update (write the data from the file).
2. Press Import the valid rows.
3. Confirm the import in the window that opens.

The valid rows are created as draft records and marked with the import ID. Invalid rows are skipped. A row that fails during the import does not affect the other rows. The notification counts the created, updated and failed rows. The import is written to the audit log, and a report can be imported only once.

After the import

The imported records are drafts. You send them for review and publish them from each record's own page or with Bulk Actions. The link in the report's Title column opens the created record. The Import line on the record's Record information card also links to the report that brought the record in.