How to import data

Importing data into a TrackVia App


For existing apps, you can import data to create a new table, or in an existing table, you have the ability to add new records and update existing records.

Create from Import

You can create a new table in an existing application by uploading a spreadsheet.

From the App Overview page, simply click the Add a New Table button in the upper right hand corner of the Tables overview section and select Create From Import.



A window will appear with 4 tabs: Choose Your File, Import Options, Map Your Data and Results.

There are 3 steps for the Choose Your File tab.


  • Enter a name for the table.
  • Type what you would like to call an item in the table.  We recommend entering both the Singular and Plural form of the word, but we will do our best to determine the latter. 
  • Drop the spreadsheet file or select the file from your computer.
Once the file is uploaded, accepted and reviewed, you will be presented with the Import Options tab.  Here, a preview of your spreadsheet will be displayed.  First, confirm your header row (tell us which row in your file has your field titles) by viewing or selecting the value found next to the header row number.



Next, tell us how we should handle errors.
  • Reject the whole row - Choose this if you want to correct the errors and re-import the whole row.
  • Set the problem field to blank, but import the rest of the row - Choose this if a blank field value is okay or if you want to correct the error directly in TrackVia.
Click the Next button to get to the Map Your Data tab. The system does its best to determine the correct data type when the file is uploaded, but you can edit field names and data types here.
You may also choose to link imported data to an existing table. 


  • If you choose to link to an existing table, this section will display a message stating what field name is required in your import file after you select a table.
  • When selecting a different data type for a given field, if a column contains data that is not valid for the type chosen, a message will display stating how many records are not valid.
Clicking the Next button will complete the import process by creating a new table with the imported data. 
Note: If the import is taking an extraordinary amount of time to complete, a message will display stating you will receive an email when the import process is complete.  At this point, you can safely close the window and work on other tasks while the import finishes. 

The Results tab is a detailed report that contains how many records were imported and how many records contained errors.  In this tab, along with an email that is delivered with the same information, you can download a detailed report of the errors associated with the import.  You can click the Import Corrected Error Report button to proceed again through importing into an existing table (see section below). 




Import into an existing table

Step 1:
From your App Overview, click the Import link for the table you wish to import data into.



Step 2: Upload your spreadsheet.

Step 3: Import Options

From the Import Options tab, select the type of import you wish to perform.


  • Add Only: Choose this if you just want to add new records.
  • Add and Update: Choose this option if you want to update existing records that match and add new records that do not match.
  • Update Only: Choose this to update your existing records and discard records that do not match.
Confirm your header row - tell us which row in your file has your field titles.

Tell us how we should handle errors.
  • Reject the whole row - Choose this if you want to correct the errors and re-import the whole row.
  • Set the problem field to blank, but import the rest of the row - Choose this if a blank field value is okay or if you want to correct the error directly in TrackVia.
Step 4: Map Your Data

Link to a related table. The import can be linked to an existing table with this option. In order to link to a table, your import file must contain the components that make up the "Record ID" of the table you wish to link to. For mapping purposes, you will notice the related table contains brackets.



Map your fields. Here, you can map the columns in your spreadsheet to the field names on your existing table. Calculated fields will default to "Do Not Import", as they will populate once the import completes.



Step 5: Click next for the import to begin. Once the import completes, you will receive an email with the results.





Blog Articles and Tips & Tricks
TrackVia Data Import Best Practices


Related Import Help Articles
How to Import a Spreadsheet
How do I import and link records to a related table?

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