Overview of the Import Process

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 update records. With advanced features like data transformation, you can even clean and reshape complex files to ensure perfect integration with your existing systems.

This overview provides a roadmap of the entire import workflow, from initial setup to final execution.

The Import Process in Five Stages

Understanding the import process is easiest when you break it down into five key stages. Each stage has a specific purpose and corresponds to a section in this documentation.

1. Configuration

This is the foundational step where you define how an import should work. You'll create an Import Configuration that tells the system where to find your data file, what format it's in, and how to identify the people and records the data belongs to.

Learn more in: Configuring an Import

2. Mapping

Once a configuration is set up, you need to connect your source data to your form. Mapping is the process of telling the system, "this column in my file corresponds to this specific field on my form." This is done directly in the form editor and is crucial for getting the right data into the right place.

Learn more in: Mapping Data to Forms

3. Transformation (Optional)

Sometimes, your source data isn't in the perfect format. The optional transformation stage allows you to apply powerful logic to clean, combine, filter, or completely restructure your data before it gets mapped, ensuring it's in the exact format your form requires.

Learn more in: Transforming Import Data

4. Execution

With everything configured and mapped, it's time to run the import. You can execute an import manually for one-time updates or schedule it to run automatically as part of a nightly process, keeping your data consistently up-to-date without intervention.

5. Monitoring & Troubleshooting

After an import runs, you can check its results. The system provides tools to view the processed data in an import cache and provides error codes if something went wrong, giving you full visibility into the process and helping you resolve any issues quickly.

Common Use Cases

By leveraging these five stages, you can accomplish a wide range of tasks:
  1. Populating multiple records from one file, such as importing a student's grades for Fall, Winter, and Spring into three separate report card records.
  2. Automatically updating student information on forms using data from your primary Student Information System (SIS).
  3. Performing bulk imports of assessment results or other complex data sets from XML or JSON files.
  4. Allowing users to pull in specific data points into a form on demand.
Mastering Imports allows you to maximize the potential of Clevr forms, ensuring data is current, accurate, and efficiently managed.

Where to Next?

Now that you have the big picture of the import process, the best place to start is by familiarizing yourself with the key terms used throughout the module.


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