Configuring an Import: A Section-by-Section Guide

Configuring an Import: A Section-by-Section Guide

Setting up an Import Configuration involves telling the system how to find, read, process, and match your data. This guide walks you through creating a new configuration and explains every setting available on the configuration page.

Creating a New Import

First, you need to create the configuration itself.
  1. From the main Import Module page, click the + New Import button. A popup window will open.
  2. Fill in the initial details:
    1. Import Name: A user-friendly name to identify this configuration (e.g., "IEP Snapshot Data").
    2. Alias: The unique technical name used to link this import to your forms (e.g., iep-snapshot).
    3. Description: An optional field for your own notes about the import's purpose.
  3. Click Save. You will now be on the main configuration screen for your new import.

Basic Settings

This section, found at the top of the page, allows you to edit the fundamental details you just entered. You can update the Import Name, Alias, and Description at any time.

Input Source

These settings define where to find your import file and how to interpret its contents.

Source Type

This specifies the method used to access the import file. Currently, Clevr SFTP is the only available option.

File Name

This should be the complete name and path of the file to be imported, relative to your SFTP root folder (e.g., imports/iep_data.csv).

File Format

This determines the structure of your data file. Options include CSV, TSV, XML, and JSON. XML and JSON files require Enable Data Transformation to be turned on.

File Encoding

This specifies the character encoding of the file. UTF-8 is the standard, but older systems might use ASCII.

Date Format

This sets the pattern of date values in your file (e.g., yyyy-M-dd, M/d/yyyy). This must be consistent for all dates in the file.

Automated Import Settings

These settings apply specifically to imports that run automatically as part of the nightly integration.

Run Import with Integration

Check this box to have the import run automatically every night.

Create missing records during the nightly import

This checkbox controls how the automated import handles data that doesn't match an existing record. If checked, new records will be created. If unchecked, unmatched data will be skipped.

Import blank values during the nightly import

If checked, any empty cells in your import file will clear out the corresponding data in the system for matched records.

Data Processing

These settings control how data is sorted and transformed before it's matched.

Enable Data Transformation

Check this box to apply a transformation stylesheet (XSLT) to your data. This is required for XML and JSON files and can also be used to restructure CSV/TSV data.

For detailed guidance, see the articles in the Transforming Import Data section.

Only process the top-sorted row per Person / Record

If your file contains multiple rows for the same person, check this box to process only the first row after the data is sorted.

Column and Direction

These settings determine the sort order for the entire file before processing. By default, it's sorted by "Source Line Number" (top to bottom). You can select a column from your file to define a custom sort order.

Person Matching Rules

This section defines how the system identifies which person in the system corresponds to each row in your file.

ID Column Name

This must be the exact header text of the column in your file that contains the person identifier (e.g., StudentID).

Match On

This is the specific field in the application (e.g., Local ID, Proprietary ID) to use for matching.

Ignore leading zeros when matching

If checked, this removes leading zeros from identifiers in both the file and the system before comparing.

Match on digits only

If checked, this removes all non-digit characters (like letters, hyphens, or spaces) from identifiers before comparing.

Record Matching Rules

By default, an import updates a person's single most recent record. Record Matching is a powerful feature that overrides this default behavior, allowing you to intelligently route data to specific, distinct records belonging to the same person.

Enable Record Matching

Check this box to activate the feature.

Configure

After enabling Record Matching, click the Configure button. A "Record Match Mapping" popup will appear, listing every form that currently uses this import's Alias.

For each form in the list, you must click the search icon and select the specific Matching Element (field) that will serve as the unique key.
  1. A Matching Element is Required: You must select a matching field for each form you want to import data into. If a matching field is not selected for a form, no data will be imported for that form.
  2. The Field's Expression Builds the Key: The system uses the Expression on your chosen matching field to build a unique "matching key" from the values in each data row. It then groups identical rows by this key and matches them to an existing record that has the same value in its matching field.
  3. Limitation: The field designated for Record Matching cannot use an Indexed Expression (e.g., {Column[0]}).
This feature is the essential tool for any import scenario where a person can have multiple records of the same type and you need to update a specific one.

For a complete guide with detailed examples, see the next article.

    • Related Articles

    • Import Module Terminology

      The Import Module allows you to bring data into your forms from external files. Understanding the terminology is crucial for configuring imports, preparing data, and troubleshooting effectively. This guide defines the key concepts you'll encounter. ...

    • Overview of the Import Process

      The Import Module is a powerful tool for bringing external data directly into your forms. It streamlines workflows, reduces manual entry, and enhances data accuracy by using structured files like CSV, TSV, XML, or JSON to automatically populate or ...

    • Import Error Code Reference

      When an import fails, the system will log an error code to help you diagnose the problem. This guide explains what each error code means and provides step-by-step instructions on how to resolve the issue. E0001: Cannot Read File Problem The system ...

    • Quick Start Guide: Your First Import

      This guide provides a step-by-step walkthrough to help you complete your first basic import. We'll use a sample CSV file containing basic IEP information and a manual import to demonstrate the core workflow from start to finish. Before You Begin For ...

    • Preparing a CSV or TSV File for Import

      A correctly formatted CSV (Comma-Separated Values) or TSV (Tab-Separated Values) file is essential for a successful import. While these are standard formats, your file must adhere to specific rules to ensure data is processed accurately. Basic File ...