Data import rules

Here are some of the important data import rules you should keep in mind when creating an Import File.

Person Responsible
For the Person Responsible field you can use either the Users name, or the users email address to select the user.

Text Fields
Short text fields have a maximum length of 255 characters.

If you want to put a comma in a text field you just need to surround the field name and text with double quotes (“ “).

Long text Fields
CSV files are plain text which means any formatting does not typically get imported to Assurance.

Assurance does support formatting in long text fields using HTML tags. Here are some of the formatting options that you can use in the import file.

A new line or a new paragraph
The new contract will be extended into 2023.

The exact details are yet to come

Bold
The cat is still on the mat

Italics
The dog has a bone

Underlined

The bird was sitting in its cage

Bullet Points
The cities we service are

• Sydney
• Melbourne
• Brisbane

Numbered List
The pies we sell are

1. Apple
2. Cherry
3. Orange

Date Fields
The date format should match the one in your User settings.

Numeric Fields
For Numeric fields, enter the number as is. Do not add separators for 1000s i.e: write 100000 instead of 100,000

If the field is numeric or percentage do not add the "$" or "%"

For example if the numeric field is defined as Currency and 2 decimal points, enter 123.45 for a result of $123.45.

Tables
For a table you should put each row of the table on a new line, with the non table fields only on the first line

Address Fields
The country field defaults to Australia, so you are able to leave it blank. For States, both the short and the long version may be used e.g/ New South Wales or NSW are both valid

Multi-Select & Single-Select Fields
For Multi-Select fields, enter a comma (“,”) between answers. If a selected answer has a comma in the answer, you will need to put double quotes (") around the answer, and make sure that there are no spaces before or after the quotes. If an answer has the freeform option, enter your answer and then the text you want to put into the textbox. 

If Other, please specify is used -> enter as Other, please specify your notes. If the field is a Multi-Select enter the answer surrounded by Quotation marks,

Hierarchy Fields
For importing data into hierarchy fields, enter the name of the child branch in the import template. To import NT into a field, just enter "NT" in the import file:

The imported record will have the parent branch appended to the child branch:

If multiple parent branches have child branches with the same name, for example - 

An import will result in the child branch sitting under the first parent branch

The child branch has to have a unique name to import it under specific parent branches. 

Attachment Fields

You are able to to link existing attachments on the Form you are updating onto an attachment field using the import.

All you need to do is use the Title of the Attachment from the Attachments tab and will link to that Attachment on the Field. If you are selecting multiple Attachments you separate them by a comma.

If the Title has a comma in it you just need to put double quotation marks (") around the Title. 

You are able to import into a table just like you would any other import