2501 Importing Data
Importing Data into Tadabase
Introduction to Data Importing
Importing data is one of the most critical skills for building applications. Whether you're migrating from another system, loading initial datasets, or regularly updating records, efficient importing saves countless hours of manual data entry.
Tadabase provides powerful import capabilities that handle everything from simple CSV files to complex multi-table imports with relationships. In this article, you'll learn every aspect of importing data successfully.
When to Use Imports
Data imports are perfect for:
- System Migration - Moving data from legacy systems or other platforms
- Initial Data Loading - Populating a new application with existing data
- Regular Updates - Updating records from external sources (supplier price lists, inventory counts)
- Batch Creation - Creating many records simultaneously
- Data Corrections - Fixing or updating multiple records at once
- Integration - Importing data exports from other systems
Supported File Formats
Tadabase supports two main import formats:
CSV (Comma-Separated Values)
The most universal format, compatible with virtually all systems:
- Plain text format with comma-separated fields
- Can be created by Excel, Google Sheets, or exported from any database
- Small file size, fast to process
- Best for simple data without complex formatting
- Recommended for automated imports and large datasets
Excel (.xlsx)
Microsoft Excel format with additional capabilities:
- Supports multiple sheets (only first sheet is imported)
- Preserves some formatting (though not used in import)
- Familiar format for business users
- Good for one-time imports prepared manually
- Larger file size than CSV
Accessing the Import Tool
To import data into a table:
Preparing Your Import File
Proper file preparation ensures smooth imports without errors.
File Structure
Your import file should:
- Have Headers - First row contains column names
- Match Data Types - Text in text fields, numbers in number fields, etc.
- Use Consistent Formatting - Same date format throughout
- Avoid Special Characters - Remove or escape commas in CSV files
- Clean Data - Remove unnecessary spaces, validate email addresses
Sample CSV Structure
Here's a well-formatted customer import file:
First Name,Last Name,Email,Phone,Company,Status,Join Date
John,Smith,john.smith@example.com,555-0101,Acme Corp,Active,2024-01-15
Jane,Doe,jane.doe@example.com,555-0102,TechStart,Active,2024-01-16
Bob,Johnson,bob.j@example.com,555-0103,Innovate LLC,Inactive,2024-01-17Date Formatting
Dates should be formatted consistently. Tadabase accepts:
- YYYY-MM-DD - Recommended: 2024-01-15
- MM/DD/YYYY - US format: 01/15/2024
- DD/MM/YYYY - European format: 15/01/2024
Pick one format and use it consistently throughout your file.
Cleaning Data Before Import
Use Excel or Google Sheets to clean data:
- Remove duplicate rows
- Trim extra spaces (use TRIM function)
- Standardize capitalization (PROPER, UPPER, LOWER functions)
- Validate email addresses (check for @ symbol)
- Remove invalid characters
- Check for required fields (no blank values where needed)
The Import Process
Let's walk through a complete import step-by-step.
Step 1: Upload File
After clicking Import:
- Select File - Choose your CSV or Excel file
- File Uploads - Tadabase analyzes the file structure
- Preview Appears - You'll see the first few rows
Step 2: Map Fields
Field mapping is where you connect columns from your file to fields in your table:
- Automatic Mapping - Tadabase automatically maps columns with matching names
- Manual Adjustment - You can change any mapping by selecting different fields
- Skip Columns - Leave unneeded columns unmapped (they'll be ignored)
- Required Fields - Marked with red asterisk, must be mapped
Example Mapping
Your CSV has: First Name, Last Name, Email
Your table has: first_name, last_name, email_address
Map them:
- First Name → first_name
- Last Name → last_name
- Email → email_address
Step 3: Import Options
Choose how to handle the import:
Create New Records
Creates new records for all rows in your file:
- Default option for new data
- Each row becomes a new record
- Existing records are not affected
- Best for initial data loads
Update Existing Records
Updates records based on a matching field:
- Choose a field to match on (usually ID or email)
- Updates only matching records
- Non-matching rows are skipped (or optionally created)
- Perfect for regular data updates
Create or Update (Upsert)
Combines both approaches:
- Updates matching records
- Creates new records for non-matches
- Most versatile option
- Requires unique identifier field
Step 4: Validate & Import
Before final import:
- Validation Check - Tadabase validates data against field types
- Error Report - Any validation errors are displayed
- Fix Errors - Correct issues in your file and re-upload, or skip problem rows
- Confirm Import - Click Confirm to execute the import
Step 5: Review Results
After import completes:
- Success Count - Number of records successfully imported
- Error Count - Number of rows that failed
- Error Details - Specific errors for failed rows
- Download Error Report - CSV file with only failed rows for correction
Field Mapping Details
Understanding field mapping for different field types is crucial.
Text Fields
Simple text values:
- Accepts any text
- Truncates if longer than field's max length
- Trims leading/trailing spaces automatically
Number Fields
Numeric values only:
- Must contain only numbers (and decimal point if applicable)
- Removes currency symbols and commas automatically
- Validates against min/max values if set
- Example: "1,234.56" or "$1,234.56" both work
Email Fields
Validated email addresses:
- Must contain @ symbol
- Must have valid format
- Automatically lowercased
- Invalid emails cause import errors
Date & Time Fields
Date values in accepted formats:
- YYYY-MM-DD format recommended
- Time format: HH:MM:SS (24-hour)
- DateTime format: YYYY-MM-DD HH:MM:SS
- Invalid dates cause errors
Checkbox Fields
Boolean true/false values:
- Accepted true values: "Yes", "True", "1", "Y"
- Accepted false values: "No", "False", "0", "N", blank
- Case insensitive
Dropdown Fields
Must match existing options:
- Value must exactly match an option in your dropdown
- Case sensitive by default
- Create missing options before import
- Invalid options cause errors
Multi-Select Fields
Multiple values separated by delimiter:
- Default delimiter: semicolon (;)
- Example: "Option 1;Option 2;Option 3"
- All values must match existing options
- Spaces around delimiters are trimmed
Importing Connection Fields
Connection fields link records between tables. Importing them requires special handling.
Understanding Connection Field Imports
When importing connection fields, you need to specify which record to connect to. You do this by providing a value from the connected table that Tadabase can match against.
Example Scenario
You have two tables:
- Orders Table - Contains order information
- Customers Table - Contains customer information
- Orders has a connection field linking to Customers
Import File Structure
Your Orders import file needs a column that identifies which customer:
Order Number,Order Date,Amount,Customer Email
ORD-001,2024-01-15,199.99,john.smith@example.com
ORD-002,2024-01-16,299.99,jane.doe@example.com
ORD-003,2024-01-17,149.99,john.smith@example.comMapping Connection Fields
During field mapping:
- Select Connection Field - Map your column to the connection field
- Choose Match Field - Select which field in the connected table to match against
- Specify Match Value - Your import column contains this value
In our example:
- Map "Customer Email" column to the customer connection field
- Choose "Email" as the match field in Customers table
- Tadabase finds the customer with matching email and creates the connection
Common Match Fields
Best fields to match on:
- ID/Record ID - Most reliable, use if you have it
- Email - Good for customer/user records
- Unique Code - Product SKUs, employee IDs, etc.
- Name - Use only if guaranteed unique
Handling Missing Connections
If a match isn't found:
- Error - Record import fails (safe but strict)
- Skip Connection - Record imported without connection
- Create New - Create new connected record (if enabled)
Multi-Connection Fields
For fields that connect to multiple records:
- Use semicolon-separated values
- Example: "john@example.com;jane@example.com"
- Each value is matched separately
- All matches must succeed or entire connection fails
Import Templates
Import templates make recurring imports faster and more consistent.
What Are Import Templates?
An import template saves your field mapping configuration so you don't have to remap every time you import the same type of file.
Creating a Template
During the import process:
- Complete Field Mapping - Map all fields as needed
- Click "Save as Template" - Option appears after mapping
- Name Your Template - Give it a descriptive name
- Save - Template is stored for future use
Using a Template
For subsequent imports:
- Upload File - Select your import file
- Choose Template - Select from saved templates
- Auto-Mapping - All fields automatically mapped
- Proceed - Go directly to import options
Template Best Practices
- Create templates for any import you'll repeat
- Name templates clearly: "Monthly Customer Update", "Weekly Inventory Import"
- Document template requirements (file format, required columns)
- Update templates if table structure changes
- Test templates with sample data first
Validation & Error Handling
Understanding validation helps you prepare clean imports.
Validation Rules
Tadabase validates imported data against:
- Required Fields - Must have values (not blank)
- Field Types - Data must match field type (numbers, dates, etc.)
- Field Settings - Min/max values, max length, etc.
- Unique Constraints - Fields marked unique can't have duplicates
- Connection Fields - Connected records must exist
- Custom Validation - Any validation rules you've created
Common Validation Errors
Error: Required field is blank
- Solution: Fill in all required fields in your CSV
- Check for cells that look filled but contain only spaces
Error: Invalid email format
- Solution: Ensure all emails contain @ and valid domain
- Check for typos like ".com" or "user@domain"
Error: Invalid date format
- Solution: Use consistent date format (YYYY-MM-DD recommended)
- Check for dates like "2/30/2024" that don't exist
Error: Connection record not found
- Solution: Ensure all referenced records exist in connected table
- Import connected table data first
- Double-check matching values (case sensitive)
Error: Duplicate value in unique field
- Solution: Check for duplicate rows in your import file
- Ensure values don't duplicate existing records
- Use update mode instead of create for existing records
Error Reports
When errors occur:
- Download Error Report - CSV containing only failed rows
- Error Column Added - Shows specific error for each row
- Fix Errors - Correct issues in the error report file
- Re-Import - Upload the corrected file
Updating Existing Records
Importing to update existing records requires careful configuration.
Choosing a Match Field
Select a field that:
- Uniquely identifies each record
- Exists in both your import file and table
- Won't change over time
- Is reliable and consistent
Good choices:
- Record ID (if you have it)
- Email address (for users/customers)
- Product SKU (for inventory)
- Employee ID (for HR records)
Poor choices:
- Name (not guaranteed unique)
- Description (can change)
- Status (not unique)
Update Only Specific Fields
You can choose which fields to update:
- Map only fields you want to update
- Unmapped fields remain unchanged
- Perfect for partial updates
Example: Price Update
Updating product prices quarterly:
Product SKU,New Price
PROD-001,29.99
PROD-002,39.99
PROD-003,49.99
Configuration:
- Choose "Update Existing Records"
- Match on "Product SKU" field
- Map only "New Price" to price field
- All other product fields unchanged
Advanced Import Techniques
Take your imports to the next level with these advanced techniques.
Conditional Imports
Import only records that meet certain criteria:
- Use Excel formulas to create a filter column
- Add column like "Import?" with formula checking conditions
- Filter out rows where "Import?" = "No"
- Import filtered data
Data Transformation
Transform data before import using Excel/Sheets:
- Concatenate - Combine first and last name: =A2&" "&B2
- Extract - Get domain from email: =MID(A2,FIND("@",A2)+1,LEN(A2))
- Calculate - Apply formulas: =B2*1.1 (price increase)
- Convert - Change formats: =TEXT(A2,"YYYY-MM-DD")
Handling Large Files
For files with 10,000+ rows:
- Split into smaller batches (2,000-5,000 rows each)
- Import during off-peak hours
- Monitor import progress
- Verify each batch before proceeding
- Consider using API for very large imports
Multi-Table Imports
Best Practices
Follow these practices for successful imports:
Before Importing
- Backup Your Data - Create backup before any import
- Test First - Import sample data (10-20 rows) to verify mapping
- Clean Data - Remove duplicates, fix formatting, validate values
- Check Requirements - Ensure all required fields have values
- Verify Connections - Confirm connected records exist
During Import
- Review Mapping Carefully - Verify each field maps correctly
- Check Options - Confirm create vs. update setting
- Validate First - Use validation check before importing
- Monitor Progress - Watch for error messages
After Importing
- Verify Record Count - Check expected vs. actual imported
- Spot Check Data - Review random records for accuracy
- Check Relationships - Verify connections created correctly
- Review Errors - Address any failed rows
- Document Process - Note any issues for future imports
Troubleshooting Common Issues
Solutions to frequent import problems:
Issue: Automatic Mapping Wrong
Automatic field mapping chose incorrect fields.
Solution: Manually adjust each mapping. Save as template for future use.
Issue: Some Records Imported, Others Failed
Partial import success.
Solution: Download error report, fix issues, import error file with corrected data.
Issue: Dates Not Importing Correctly
Dates appear wrong or cause errors.
Solution: Use YYYY-MM-DD format. In Excel, format cells as text first, then enter dates.
Issue: Connection Fields Not Working
Connections not created.
Solution: Verify match values exist in connected table. Check for case sensitivity. Ensure match field chosen correctly.
Issue: Import Too Slow
Large import taking too long.
Solution: Split file into smaller batches. Temporarily disable record rules that trigger on create. Import during off-peak hours.
Practical Exercise
Let's complete a full import from scratch.
Exercise: Import Customer Database
Scenario: You're migrating a customer database from a spreadsheet to Tadabase.
Step 1: Create Table
Create a Customers table with fields:
- First Name (text)
- Last Name (text)
- Email (email)
- Phone (text)
- Company (text)
- Status (dropdown: Active, Inactive)
- Customer Since (date)
Step 2: Prepare Data
Create a CSV file:
First Name,Last Name,Email,Phone,Company,Status,Customer Since
John,Smith,john.smith@example.com,555-0101,Acme Corp,Active,2024-01-15
Jane,Doe,jane.doe@example.com,555-0102,TechStart,Active,2024-01-20
Bob,Johnson,bob.j@example.com,555-0103,Innovate LLC,Inactive,2024-02-01
Alice,Williams,alice.w@example.com,555-0104,Data Solutions,Active,2024-02-15Step 3: Import
- In Builder, go to Data Tables > Customers
- Click Import button
- Upload your CSV file
- Map fields (should auto-map if names match)
- Choose "Create New Records"
- Click Validate
- Click Import
Step 4: Verify
- Check results: 4 records created
- View records in table to verify data
- Check that dates formatted correctly
- Verify dropdown values set properly
Step 5: Practice Update
Create update file:
Email,Status
john.smith@example.com,Inactive
bob.j@example.com,Active- Import with "Update Existing Records"
- Match on Email field
- Map only Status field
- Verify 2 records updated
Next Steps
You now understand importing data into Tadabase, including field mapping, connection fields, templates, and error handling. You can efficiently move data from external sources into your applications.
In the next article, you'll learn the reverse process—exporting data from Tadabase in various formats for reporting, analysis, and integration with other systems.
Next: Continue to Exporting Data to learn export formats, templates, and automation.
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