An Introduction to Data Imports

The Import Module is designed to bring external data from structured files like CSV, TSV, JSON, or XML directly into your forms. The entire process is built around a central concept: the Import Configuration.

Think of an Import Configuration as a reusable blueprint or a saved set of instructions. You create it once, and it tells the system everything it needs to know about how to handle a specific data file and where that data should go.

What is an Import Configuration?

An Import Configuration is a collection of rules that defines a complete, end-to-end import process. Each configuration is saved with a unique Alias (a technical name) so that you can easily link it to one or more forms.

Every configuration contains rules for four key areas:

1. Input Source

This defines where to find your data file and how to read it. You'll specify the file's name and location, its format (e.g., CSV, JSON), and other details like date formatting.

2. Data Processing

This section controls how the data is handled before being matched. You can apply optional Data Transformations here to restructure complex XML or JSON files, or define a sort order for your data rows.

3. Person Matching Rules

These rules tell the system how to connect each row in your file to the correct person in the system. You'll specify which column in your file contains a unique identifier (like a Student ID) and which field in the application it should be matched against.

4. Record Matching Rules

This is an advanced set of rules that allows you to route data to a specific record belonging to a person, such as updating a "Term 2" report card instead of their most recent one.

How Configurations Connect to Forms

Once an Import Configuration is created and saved, it doesn't do anything on its own. You must connect it to your forms by selecting its Alias in the Import Panel of a form element. This creates the link that allows data to flow from your file, through the configuration's rules, and into the correct fields on your form.

A single, well-defined configuration can be used to populate fields across many different forms, making it a powerful and efficient tool for data management.

Next Steps

Now that you understand what an Import Configuration is, the next article will walk you through creating one step-by-step, covering each section of the configuration page in detail.

Next Article: Configuring an Import: A Section-by-Section Guide