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16 – FlowLogic Data Import
In this session, we’ll walk through practical, hands-on training to quickly get your data into FlowLogic.
From the beginning of the Onboarding process to the day-to-day operation of your organisation, there is a lot of data requirements. Instead of manually entering the data into FlowLogic manually, the FlowLogic “Mass Add” function can enable you to import data quickly and easily, greatly improving your business efficiency. We’ll also cover uploading data into your FlowLogic drive with the quick links that provide timely access for your staff to that data.
- Overview of Data Import Methods in Flowlogic: Daniel led a comprehensive session on the various methods for importing data into Flowlogic, focusing on the mass add from CSV tool, handling primary and secondary records, and best practices for data formatting and validation.
- Primary and Secondary Records Structure: Daniel explained FlowLogic’s data storage using a filing cabinet analogy, clarifying the distinction between primary records (main folders) and secondary records (documents within folders), and emphasized the importance of understanding this structure for successful data import.
- Primary and Secondary Records Structure: Daniel explained FlowLogic’s data storage using a filing cabinet analogy, clarifying the distinction between primary records (main folders) and secondary records (documents within folders), and emphasized the importance of understanding this structure for successful data import.
- Mass Add from CSV Tool: Daniel described the mass add from CSV tool available under record management, noting that it is wizard-driven, provides downloadable templates matching the form design, and is typically accessible only to Flowlogic administrators to prevent unauthorized data entry.
- Data Formatting and Validation Requirements: Participants were advised to ensure correct formatting for dates (with leading zeros) and phone numbers (preserving leading zeros as text), and to pay attention to mandatory fields, as the import process will validate these and flag any errors for correction before data is added.
- Importing Secondary Records: Daniel highlighted that importing secondary records requires specifying the primary record’s unique identifier (UID), and suggested using Excel VLOOKUP formulas to match names to UIDs for bulk imports, ensuring secondary data is correctly linked to its parent record.
- Limitations and Duplication Risks: It was noted that the mass add tool only creates new records and does not update existing ones, which can lead to duplication if not managed carefully; participants were reminded to always use the latest template if form designs change, as templates are dynamically generated.
- Managing and Linking Historical Documents in Flowlogic Drive: Daniel demonstrated to the group how historical documents such as PDFs, Word, and Excel files can be centrally stored in participant-specific folders within FlowLogic’s drive, and how to create links to these folders from participant profiles for easy access and permission control.
- Storing Historical Data: Daniel explained that each participant in Flowlogic automatically receives a dedicated folder in the drive, where historical documents can be uploaded for centralized storage, especially useful during onboarding or data migration from legacy systems.
- Creating Profile Links to Drive Folders: Participants were shown how to copy the URL of a participant’s drive folder and insert it as a clickable link in a rich text field on the participant’s profile, allowing authorized users quick access to all related documents.
- Permission Management for Document Access: Daniel advised that field permissions can be set on the profile link to restrict access to sensitive documents, ensuring only appropriate staff can view or use the drive link based on their role.
- Limitations of Drive Storage: It was clarified that documents stored in the drive are for historical reference only, with no support for expiry dates or automations, and that for active data management, creating new records and attaching files directly may be preferable.
- Advanced and Custom Data Migration Options: Daniel briefly addressed the possibility of using developer tools and custom solutions for organizations with complex data migration needs, advising participants to consult their onboarding contact for case-by-case evaluation.
- Custom Developer-Assisted Imports: For organizations with large or complex data sets in external systems, Daniel mentioned that developer time can be engaged to automate data extraction and import into Flowlogic, but emphasized that this is highly variable and must be discussed with onboarding specialists.