Administration
Imports
Imports Overview

Imports Overview

The Imports page lists imports created for your account and lets an Admin start a new one. The default Admin role has the permissions needed to view, create, confirm, download, and archive imports.

Viewing Your Imports

The table shows Created At, Import Type, Source, and Status. Select a row to review its counts, records, warnings, and failures. Use the filter to switch between active and archived imports.

An import that is Awaiting confirmation has only been checked. No records have been created yet. You may archive it to discard it. Completed, failed, and completed-with-errors imports can be archived and later unarchived. Archive All archives terminal imports; it leaves imports that are pending, processing, or awaiting confirmation active.

See Import Results for status meanings, row outcomes, and failed-row downloads.

Before You Import

Choose what should happen when a row matches an existing record before uploading. The supported choices depend on the import:

Skip it leaves the existing record unchanged and is useful when uploading a file again to import only new rows.
Fill in empty fields adds values only where the existing record has no value.
Update with the file's values replaces supported values, but a blank cell does not clear an existing value.
The Sites import also offers Create a new site anyway.

Matching fields and fields protected from updates differ by import. Read the relevant import guide before choosing a mode.

Required Import Order

Use this order when the records depend on one another:

Users, so a Participant's Primary Coordinator Email can match an existing User.
Plan Managers, before Participants who need a Plan Manager link.
Participants.
Contacts, Case Notes, Documents, and other records linked to Participants.

Sites do not depend on Participants, but import Users first if Site Manager Email should assign a manager.

Creating a New Import

Open Settings > Imports.
Select Create Import.
Select an import type.
Download its current template, populate it, and remove the example rows.
Read the caution and requirements, choose a matching mode when offered, and upload the CSV. For Users, select Upload & Review. For the other self-service CSV imports, select Start Import.
Wait for validation. On the review screen, select the rows to include and use the confirmation button. The User import shows Import Selected Users. Other reviewed imports show the selected count and record type, such as Import 3 Participants.

Rows left unticked become Skipped. Confirmation can be submitted once. Validation before confirmation does not guarantee every selected row will be created: a later processing error can leave the import Completed with errors.

The create screen offers Users, Plan Managers, Participants, Contacts, Organisations, and Sites when Scheduling is enabled. Case Notes and Documents are also listed, but the Astalty team runs those imports on request.

For Plan Managers, Organisations, and Contacts, failed or ready rows can be corrected before confirmation. See Fixing Import Rows.

Troubleshooting