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= CatalogIt Import User Guide =
'''Caveat Emptor:''' While our import works well for very simple spreadsheets, we do recommend that we assist with the import when the data and relationships consist of more than a single spreadsheet/CSV or when multiple concepts (object, accession, donor, etc.) are contained in a single spreadsheet. When your data includes donor and source/accession profiles, hierarchical locations, repeating values, images, and other relational information we prefer to be involved. This user guide explains the CatalogIt Import process and the steps you can take to avoid pitfalls. Import is fairly robust and capable but does require understanding some basic principles and limitations to ensure success. The UI is functional but still needs some basic design attention and polishing. The data importing happens independently on the backend; as new Entries are created they are pushed to the frontend or client. Because of the independent and decoupled nature of how importing works, error reporting occurs via emails. If your counts after an import are not correct (or they are not what you expect) that is usually a sign that the import failed to complete successfully and you should look for an email containing details about the error(s). If an import fails mid-process any Entries that were already created will remain; you will need to delete them, correct the issue(s) in your source import data, and reimport. '''For this reason, importing into the “All Entries” Folder is not permitted -- you can only import into a Folder you’ve created (this is discussed in more detail below).'''
== Prepare your Data ==
== Select Leaf Properties Only ==
When configuring your mappings you must map your columns to "leaf" properties in the Property tree. “Leaf” properties have no children vs. “branch” properties which have children indented below them.
[[File:Select_Leaf_Properties.png|frameless,300px|Select Leaf Nodes Only]]
=== Dimensions ===
'''''Exception:''''' If you have a single import column that contains multiple dimensions (like 15”w X 10”h) you can select the Dimension branch item and CatalogIt will attempt to intelligently parse that field and automatically identify and set the individual dimensions; if any dimensions are uninterpretable, the original import value will be written to the Dimension Notes field. This is an exception to always selecting a "leaf" property in the CatalogIt Property tree when mapping an import column.
'''TIP:''' Mapping to the "Notes" fields for any given section works very well - don’t be hesitant about doing that. Notice that you can also include a custom label via the “Include Label” checkbox which will serve to identify the information.
[[File:Edit Labels.png|frameless,300px|Add a custom label]]
At the bottom left side, you can also set options for what you’d like CatalogIt to do with problems it encounters during the process: “Ignore Errors,” “Abort on Error, ” or “Map to Notes.” Map to Notes will map the data to the nearest Notes field depending on the property you’ve mapped to.
== Entry Audit Fields ==
The Create Date, Created By, Update Date, and Updated By fields are automatically maintained by CatalogIt which records when and which authorized user Created or Updated an Entry record. These fields ARE NOT the place to record when an Object was created; use “Made or Created -> Date made -> Date” or similar fields for that information.
[[File:Audit Properties.png|frameless,300px|Create & Edit Audit Properties]]
You can import to these fields if you have this information, but it’s important that you understand how these fields are different from other “Create Date” fields.
== Import your Data ==
After you’ve finished mapping your columns, click the “Next” button in the upper right corner. This brings you to a screen where you can view all of the columns you’ve mapped and the CatalogIt fields you’ve mapped them to. If you are satisfied, click “Import” in the upper right corner, and you’ll see your import take shape. If it is particularly large (thousands of rows), it may take several minutes. You are done!
== Reusing Mapping Configurations ==
=== Save Mapping Configurations ===
Creating a mapping can be time-consuming so saving it for future use can be beneficial.
To save a mapping configuration click the Save icon on either the mapping or confirmation step of the import process.
[[File:Open Saved Configuration.png|frameless,300px|Open Saved Configuration]]
In the “Save Import Configuration” dialog that appears, enter a name for the import configuration and click SAVE. You can overwrite an existing saved configuration by entering the same name.
[[File:Name Import Configuartion.png|frameless,300px|Open Saved Configuration]]
The import configuration will now be available for use in subsequent imports saving you the effort of having to reconfigure the mappings.
=== Using Saved Configurations ===
If you repeatedly import the same type of data (for example, a spreadsheet with the same column headers but different row data) or you’re importing data with many columns it can be beneficial and a real time-saver to use a saved import configuration.
To use an existing import configuration click the “Open” icon in the first step of the import process (the step immediately after selecting the file to import).
[[File:Open Saved Configuration.png|frameless,200px|Open Saved Import Configuration]]
From the “Existing Import Configuration” dialog select a previously saved configuration and click OPEN.
[[File:Open Save Import Config.png|frameless,200px|Open Saved Import Configuration]]
This will load the saved configuration into the new import file and use that configuration to execute the import function. You can make additional tweaks or continue directly with the import.
