The Import tool: how to import data

New records can be created and existing records updated with the Collections Import tool.

Note that if your import would update an existing record that is being edited when the import runs, that record will not be updated: be sure that no one is editing records that will be updated during the import. This is not an issue if the import only creates new records.

When an import is initiated, it will run immediately and must complete before you are able to resume working with Collections (it is not possible to schedule an import job to run at a later time).

  1. Select Import in the Main menu.

    The Select data source box displays with a list of all data sources you are authorized to work with:

    Select data source

  2. Select the data source in which records will be imported or updated (the target data source):

    Scroll through the list and double-click a data source


    Select a data source and click OK or press ENTER.

    The Import box displays:


  3. Select the format of the import file; in almost all instances this will be Csv.

    Note: Details about how to construct a CSV import file can be found here.

    An alternative format is the Tagged1 format. This corresponds to the Adlib for Windows Tagged file format and is available to assist Adlib for Windows users migrate to Collections.

  4. Locate the file with the data to be imported.

  5. The Default Record Type drop list will only display if the target data source includes a record type field (e.g. record.type (Df)).

    (Optionally) Select a record type from the drop list to apply it to all imported records, e.g.:

    Default record type

  6. If you want to import data from all fields included in the import file, leave the field list on the right empty (as shown above).

    Alternatively, to import data from a subset of fields in the import data file, select fields in the column on the left and add them to the column on the right:

    Note: Although you can select the prirefClosed A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. (record number) field, this value will never be imported: newly created records during import will always get a new record number.

    You can save lists of fields as a Profile and restore these.

  7. Your next step depends on whether you intend to:

  8. When importing data in a .csv file, a default set of CSV import settings has been defined. If necessary, review and change these in the CSV settings box by selecting Settings:

    Note: Changes you make apply to the current data source, are associated with your user account and recalled by Collections whenever you log in.

  9. To perform a test run on the import, make sure that Test run is enabled.

    Enabling Test run will mimic the import and provide a report of any issues that need to be resolved before doing the real data import, e.g.:

    Solve any issues before attempting the real import:

    • Click OK to close this window


    • Download an overview of issues as a .csv and review in Excel or a text editor.

  10. If your test was successful and you did not use the Save after successful test option, disable (uncheck) Test run and click OK to run the import.

    Imported records will be presented in Result set View.