Import Data Validation
When you import data from a .CSV file, DPS checks that data to make sure it is valid.
Import Errors and Warnings
If the import process is unable to import one or more records (because of required data that is missing from the .CSV file, for example), a message displays at the top of the DPS page: Could not import all...records. Download the CSV file with all records that failed and the reason.
Click the Download the CSV file link in the message to review the records that were not imported and the reasons why the imports failed. A Download the CSV file link is also available on the Imports form itself near the link you used to run the import.
In some cases, the import process may successfully import a record but display a warning message. This can occur, for example, when a record contains invalid data that is not required. Often in that case, the import process creates the new record in DPS but omits the invalid data and warns you of that action. As with errors, you can click Download the CSV file either in the warning message or on the Imports form to review the affected records and explanations of the warnings.
The errors and warnings for your latest import process of a given type remain available in the .CSV file until the next time you run that import process. At that point, they are replaced by any errors and warnings from the more recent process.
Record Keys
- If the record does not match an existing record and contains all required values, a new record is created for it in DPS.
- If the record matches an existing record and you selected Update duplicate records, the existing record in DPS is updated based on the field values for the record in the .CSV file.
- If the record matches an existing record and you selected Do not import duplicate records, the record in the .CSV file is ignored, and the corresponding DPS record is not updated.
In some cases, the key data are codes or numbers, and in others, they are names. In the latter cases, it is particularly important to use spelling that is consistent both in import files and in DPS to avoid accidentally creating duplicate records.
If a DPS field has a key format defined, values that you import for that field must conform to the required format.
Autonumbering
If autonumbering is enabled for a DPS field and you do not import a value for that field, DPS assigns the next automatically generated number.
If autonumbering is enabled for DPS field and you import a correctly formatted number for that field, DPS assigns the number you provide in the import file if you are authorized to override autonumbering. If you are not authorized to override autonumbering, the record is imported with an automatically assigned number.
Related Records
Many types of records include fields that function as associative links to related records. For example, when you import an opportunity, you can include the first name and last name of the employee who is designated as the project manager for the opportunity. Those values provide a link between the opportunity record and the employee's employee record in DPS.
When the .CSV file contains values that refer to related records, the import process verifies that a corresponding record actually exists in DPS. If the corresponding related record does not exist, the record is imported but the invalid linking values are not. For this reason, it is important to verify that any related records already exist in DPS before you try to import records that link to those related records.
- Primary client in an opportunity record: When you import an opportunity, you can include the name or alias of the firm that is the primary client for that opportunity. The import process checks for an exact match with an existing firm name or firm alias. If the firm already exists in DPS, that firm is assigned as the primary client for the opportunity. If no match is found, the firm is displayed in the New Firm/Contact Records dialog box so you can indicate if you want a firm record created for it in DPS.
- Primary contact in an opportunity record: When you import an opportunity, you can include the first name, last name, and firm name or alias for the primary contact for that opportunity. The import process checks for an existing contact with the same first name and last name or preferred name and last name and with the same firm. If the contact already exists in DPS, that contact is assigned as the primary contact for the opportunity. If no match is found, the contact is displayed in the New firm/Contact Records dialog box so you can indicate if you want a contact record created for them in DPS.
- Firm in a contact record: When you import a contact, you can include the name or alias of the firm with which the contact is associated. The import process checks for an exact match with an existing firm name or firm alias. If the firm already exists in DPS, that firm is assigned as the firm for the contact. If no match is found, the firm is displayed in the New Firm Records dialog box so you can indicate if you want a firm record created for it in DPS.
- Vendor in a historical expense record: When you import a historical expense, consultant, or unit transaction, you can include the name of the vendor that is associated with the transaction. The import process checks for an existing vendor with that name. If the vendor already exists, it is automatically associated with the transaction. If no match is found, the vendor is displayed in the New Firm Records dialog box so you can indicate if you want a firm record created for it in DPS.
Drop-Down Fields
In most cases, a field in the .CSV file that is mapped to a field in DPS that has a drop-down list of valid values must contain a code that exactly matches the code for one of those valid values. If the code in the import file does not match the code for a valid value for the field in DPS, the record is imported but that field is left blank.
Custom Fields
With the exception of fields in grids and calculated fields, you can import data for custom fields that you have added to DPS forms. The format of data to be imported into a custom field must be compatible with the type of custom field. For example, you can only import numeric data into a number field. If the format is not correct, the record is imported (unless the field is required) but that field is left blank, and you are notified of the issue in the error log.
| Field | Notes |
|---|---|
| Custom date field | Dates to be imported into a custom date field should be in the date format specified in the My Preferences dialog box of the person who runs the import process. For example, if your date preferences are set to include the month before the day, then the dates in the import source file should also have the month before the day. |
| Custom drop-down field |
Values to be imported into a custom drop-down field must match one of the standard values for that field. In most cases, if a value does not match a standard value, the record is imported (unless the field is required) but that field is left blank, and you are notified of the issue in the error log. However, you can specify that a custom drop-down field is not limited to the list of predefined values, and users can enter a value that is not in the list. For such fields, a record containing a value that is not in the list is imported with that value but the value is not added to the list of values for the field properties. |
| Custom lookup field | Values to be imported into a custom lookup field must match a name or, in some cases, an identifying code or number exactly. (Employee and contact fields match based on first name and last name or preferred name and last name.) If there is no match, the record is imported (unless the field is required) but that field is left blank, and you are notified of the issue in the error log. |
| Custom check boxes | Custom check boxes, like standard check boxes, are selected (checked) if the imported value is either Yes or Y and are not selected if the value is No or N. |