Import Module Terminology

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.

General Concepts

These are the high-level terms that define the core components of the module.

Import Configuration

A saved set of rules that defines a specific import process. It includes the file source, data format, processing instructions, and matching logic.

Alias

The unique reference name for an Import Configuration. This name is selected from a dropdown in the form editor to link an element to a specific configuration.

File & Data Structure

Terms related to the format and content of your source data file.

File Format

The structure of the data file. Supported formats include CSV (Comma-Separated Values), TSV (Tab-Separated Values), JSON (JavaScript Notation), and XML (Extensible Markup Language).

File Name

The complete name and path of the file to be imported, relative to the tenant's SFTP root (e.g., StudentData/imports/grades.csv).

Date Format

A specific pattern (e.g., yyyy-MM-dd) that tells the system how to correctly interpret date values in your source file.
Encoding
The character encoding used in the file. UTF-8 is the modern standard, while ASCII may be used by older systems.

Repeater

A section of a form that can be duplicated multiple times. To import data into a repeater, the source file must contain a single column where the values for each repeater instance are separated by a tab character. This method populates a dynamic list from a single, tab-separated column in your source file.

Matching Logic

These terms define how the system connects rows in your data file to the correct people and records in the application.

Person Matching

The process of identifying which person in the system corresponds to a row in the import file. This is configured using a set of rules on the Import Configuration page.

Record Matching

An advanced process that routes data to a person's specific existing record. For example, it can ensure that "Term 2" grades update the "Term 2" report card. If a matching record isn't found, a new one can be created.

Identifier Column

The column header in your source file that contains the unique values (e.g., Student ID) used for Person Matching.

Match On

The specific field within the application (e.g., Local ID, Proprietary ID) that is compared against the Identifier Column from your file.

Local ID

An identifier value associated with a person in the system, often corresponding to a student or employee number assigned by a local district or region.

Proprietary ID

An identifier associated with a person in the system that typically corresponds to an ID from the primary source system (e.g., your Student Information System).

Mapping

Terms related to the process of connecting data from your file to specific fields on a form using the Import Panel in the Form Editor.

Source

A dropdown in the Import Panel where you select "Generic Data Import" to enable an element to receive data from an import.

Expression

The formula entered in the Import Panel that defines how data from file columns maps to the form element. Column names from the file are placed within curly braces (e.g., {FirstName}).

Indexed Expression

A syntax used in an Expression to pull data from a specific row when multiple source file rows are grouped for a single record. The index starts at 0 for the first row. For example, {guardianName[0]} would map the guardianName from the first grouped row into a "Guardian 1" section of the form, while {guardianName[1]} maps the value from the second row into a "Guardian 2" section. This method populates multiple, separate, and static fields on your form from multiple rows in your source file.

Execution & Processing

These terms relate to how an import is run and how the data is handled.

Automated Import

An import configured to run automatically as part of the scheduled nightly integration process.

Manual Import

An import that is initiated manually by a user from the Import Dashboard. This method is used for one-time bulk updates.

On-Demand Import

An import that is triggered for a single record directly from the form interface by an end-user. This allows users to pull in specific, up-to-date information for the record they are currently viewing.

Import Cache

A staging area where the system stores the processed data after reading your source file but before importing it into forms. You can view the cache in the UI to verify that your file was read and processed correctly.

Data Transformation

An optional process that uses a stylesheet to restructure, clean, or modify your source data before it is processed by the caching and matching engine. This is required for importing XML and JSON files.

Where to Next?

Now that you're familiar with the key terms, you're ready to see them in action. Follow our step-by-step tutorial to complete your first import from start to finish.

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