Best Practices for Importing Data into Digital Tools

The ability to import and export bulk data in digital tools is key for administrators to be able to add, modify, and extract multiple records in the tool quickly and efficiently.

Having and adhering to best practices when using this powerful capability is critical to reduce risk and increase accuracy when importing and exporting data. This article looks at some best practices to consider when using these processes. 

Use an Example or Test Case 

Ensure you understand how the data import works by using an example or test set. Select a specific record to test with or add a test record to the system. Export these records and tweak them in a few places to test how the import will modify the record(s). Add a new test record in the file to assess how new records will be imported to the system. Then import the adjusted file to confirm your understanding of the import. 

Remove Any Unnecessary Fields from Import Data 

If you have any columns that will be null or will not be updated as part of the import, delete those columns from your data set. As long as the field is not required, the records should be able to import without these columns. This approach minimizes the risk of accidentally modifying data that is not intended to be updated as part of the import. 

Remove any Unnecessary Rows 

Certain types of imports will overwrite the data that is already in the system. If you have any data records you are not intending to change, delete those from the import. This approach minimizes the risk of accidentally modifying data that is not intended to be updated as part of the import. 

Export a Backup Copy of the Table Data before Starting the Imports 

Save a set of data from all the tables that you will be modifying. An archived copy of the data allows you to look back at what the data was before you made the changes. It also gives you a way to reset any records you might accidentally modify. 

Save Your Export and Import Files in a Specific Place and Label Clearly 

If you are doing multiple rounds of imports, the best practice is to keep the backup copies and import copies in specifically labelled folders with clear names on the files. Clear file names help you select the correct file to import into each table. If you are doing multiple rounds of imports, labelling the folder where you are saving the files assists in referencing the history of the imports. 

Order of Operations 

If you are importing data into linked tables, there is often an order of operations you need to follow to successfully import the data. For example, if you are importing into a table of equipment property values, each row of which reference a record in the master equipment table, you will likely need to import updates to the equipment table first, then the equipment property values table. 

Keep a Checklist 

A checklist is key if you are importing data into multiple tables to ensure no steps are skipped in the import process. A checklist also documents the order of operations, increasing the efficiency of the import by reducing the risk of error from linked values that do not exist. A checklist makes the import process smoother, more repeatable, and more accurate. 

Use Error Reports 

Most systems automatically generate error reports. The error report lists one error for each line that did not successfully import. Use this tool to review whether your import worked correctly and to revise the import file and retry the import if necessary. 

Verify Data through the User Interface 

Review imported data through the user interface or front end. Checking in the user interface can reveal if any mismatches have occurred between values that are expected and what was imported. 

These best practices empower administrators to add or modify large amounts of data efficiently while reducing the risk of unintended consequences. If you are looking for a partner and advisor who can help administer or implement digital tools, ALL4 can help with implementation and ongoing support. Contact Julie Taccino at jtaccino@all4inc.com for more information.