# Import/Export
Import/Export: Table Of Contents
To access Import/Export functions, click Import/Export from the main Auction Dashboard menu.
You can import data from an XLS formatted worksheet into Auctria, and export data out of Auctria as an XLS formatted file, often used in an Excel worksheet or similar spreadsheet application.
IMPORTANT -- XLS formatted files ONLY
Currently, you can only import data from XLS formatted files.
If you have a file in the newer XLSX format, you can save it as an XLS file by clicking on File > Save As in most spreadsheet applications.
In the Save dialog box there will be a drop-down selector 'Save as type' (or something similar). Set this option to 'Excel 97-2003 Workbook (.xls)'
# Import Data
To Import Data into Auctria you will need to use an Excel XLS formatted worksheet.
# Import Process
# Prepare Your XLS Formatted File
To make the import process run smoothly and allow for fast auto-mapping, see Map Fields for Import.
# Import Your XLS Formatted File
On the Import & Export dashboard, click Import Excel Data block.
The Import Excel File dashboard will be opened.
Under Upload File, select the table that you want to import your data into and then click Upload File.
This will trigger a popup window where you can select your file.
Either drag your XLS formatted file onto the window; or, click Choose File to open a browser file picker window to find the file on your computer.
An example of an XLS formatted file being imported.
Auctria will display the data in your xls file on the Import Excel File window. You can allow Auctria to Auto-map the columns and then adjust individual columns as necessary, or you can manually map each column header.
# Run A Test Import
It's a great idea to run a test import first by clicking Perform Test Import!
Check the test import results and if changes are necessary, click Back to Import. If the test import looks good, click Perform Import.
When the import is done, a results summary of the import will appear.
# Allow Inserts And Allow Modifications
(advanced)The Allow Inserts and Allow Modifications checkboxes tell the system what to do if it finds a record in the Excel file that you're uploading that already exists or does not already exist.
When importing records into a table, the program will attempt to line up existing records with the rows in the Excel file. It does this by matching the key/primary field in the table with each row. These fields are:
- Item: Item#
- Bidder: Bidder#
- Donor: Name
- Item Category: Name
If you are importing item records, and you have a row with the value of 123 in a column you mapped to Item#, and if there is already a record with the Item# 123, then the program will match these two up.
If the Allow Modifications checkbox is checked, the values of the other Excel fields will be written into the existing item. If you don't have this option checked, then no action will be taken for a matching record.
If the Allow Inserts checkbox is checked and Item# 123 does not already exist, it will be added.
# Modifying Data By Import
(advanced)It is possible to modify existing data in Auctria by importing an Excel file that has the key field for the table mapped.
When you import bidders from an Excel file, if you have a bidder# column in your spreadsheet, and you map that column to the bidder# field, then the system will look for a matching bidder# for each row.
If there is a matching bidder in the system then this bidder will be modified with the information from the other mapped columns in the spreadsheet rather than inserting a new bidder.
If the bidder# is blank, or the bidder# does not exist in the system then a new bidder record will be created.
INFORMATION
The following lists the Key Field for commonly imported tables.
| Table | Key Field |
|---|---|
| Bidder | Bidder# |
| Item | Item# |
| Donor | Name |
| Item Category | Name |
It is not possible to modify existing records when importing into the WinningBid or Payment tables.
# Export Data
You can export the following data from Auctria to an Excel file:
- Item Details
- Item Activity (bid, purchase, and donation information)
- Bidder Details
- Bidder Activity (bid, purchase, donation, and payment information)
- Donor Details
- Expense Details
For more export options, see Export Reports.
To access the export data functions, click Export Data.
The Export Data window appears.
To export data, click the appropriate button.
You will be prompted to save the xls file.
# Example: Item Details Exported File
# Modify Export Settings
To adjust the settings for your data export, click Export Settings.
The Export Settings window will appear.
To edit a section, click the Edit icon (pencil)
To save changes, click the Save icon (check mark) . To undo changes, click the undo icon (arrow).
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Reviewed: September 2022