Import: Learn From My Mistakes, Not Yours

Given that I’m involved in educational training, I have the luxury of playing and experimenting in a safe eTapestry sandbox, which allows for some trial-and-error and a whole lot of learning from my mistakes. This is particularly helpful when using tools that have system-wide effects, such as import. In this post, I’d like to share some import tidbits—because trial-and-error in a live environment is definitely something I do not recommend.

You cannot ‘undo’ an import
Let’s get the most important stuff out of the way first. The repercussions of a bad import job are permanent so, above all, ensure that the person running the import can be entrusted to such a critical task.

Take the time to properly prepare your import file
Patience is not one of my virtues. When it comes to import, however, I have learned that time spent upfront on the data file can save much time and headache when actually importing the data. Just recently, I tried to import someone else’s file without properly understanding the structure. The result? A messy import.

Pay attention to the location and name of your import files
I’ve made this mistake for the same reason I made the previous one. Let’s just say that rushing through an import is a disaster waiting to happen. I usually keep all my import files in the same folder, which can be helpful. But when all files are named accounts1, accounts2, and so on, it’s really easy to pick the wrong file. Depending on how many files you import, consider adding the date and import type to your file name. eTapestry provides many checkpoints along the way to ensure your import is a success, but be alert—data that you really don’t intend to import can still get imported, as long as it is formatted appropriately. I rejoice every time I see the “valid import file” message, but I no longer trust that I am automatically importing the correct data just because the file is valid.

.xls and .csv is not the same thing
This one gets me almost every time. Because I use Microsoft Excel to prepare my import files, and the default file type is not .csv, I usually end up having to re-save my .xls files as .csv files after trying to import the .xls file.

Beware of hidden information in your file
If you recreate or reuse an import file, it’s possible that it contains hidden characters, spaces, and other information invisible to the eye. If in doubt, try to strip out all formatting from your files, or start with a new file and then carefully copy the data.

If you don’t have to, don’t go back and forth within the import wizard
I do this a lot without thinking, and I end up paying for it. Once you are done with one of the steps in the wizard, and you know that everything is OK, do not navigate back and forth just because you can. For me, it’s almost like an impulse, and I’ve learned it the hard way when I’ve had to re-select my import file and re-map the fields. The Back button is there for a reason, but don’t use it if you don’t need to. If I need to refer back to a step, I’ll sometimes take a screen shot so that I can re-check my settings without potentially losing them.

Experimentation may be OK
Earlier I spoke against trial-and-error activity that can potentially affect a large number of records. However, importing only one record can be a great way to test importing without any widespread negative effects.

Find your imported data … and know how to do so
This seems too obvious to even mention but trust me, I’ve made this mistake as well. Recently I imported a mix of individuals, families, and businesses. For my peace of mind, I like to double-check that all the information ends up in the right place. When I searched for the businesses I thought I’d imported, none of them appeared in my search results. The problem? I was searching by last name. Duh! 

Hopefully you have not made many mistakes when trying to import data, but if you have (or if you just have any tips), why don’t you share what you have learned? 

If you are brand new to importing and would like to learn about this powerful and timesaving tool, check out the new eTapestry: Basics of Import video in which I cover these and other tips.