Import & Update Data

Overview

Beyond one-time data imports, FlowLogic allows you to bulk update existing records using a CSV file. This is useful when you need to make changes across a large number of records without updating them individually.

To access this feature, go to Record Management – Update Import Data. If you can’t see this option in your menu, you’ll need the appropriate user right added to your account – speak to your administrator or a FlowLogic staff member to get that sorted.

Setting Up the Import

Once inside, you’ll need to make a few selections before uploading your file:

• Import type – choose either Import and Update (adds to existing data) or Import and Replace (overwrites existing data)
• Record type – select primary records, secondary records, or a combination
• Destination – choose the form you’re importing data into, for example Staff Basic Details

If you don’t already have a CSV template, you can download one directly from this screen. Populate it with your data and come back to continue. If your file is already prepared, proceed to the formatting options.

Formatting Options

In the formatting step, select:

• Date format – make sure this matches the format used in your CSV file
• Status for new records – such as active, inactive, referral, or applicant
• Area – assign new records to the relevant area, for example Head Office

Once these are set, drag and drop your CSV file into the upload area to proceed.

Mapping Your Fields

After uploading, you’ll arrive at the Configure Import Fields screen. This is where you map the columns in your CSV to the corresponding fields in FlowLogic. You’ll also need to set an identifier column so the system knows how to match incoming data to existing records.

• Using first and last name as the identifier works for most imports
• If you have unique IDs such as a MYOB card ID or employee ID, these are a more reliable option

Any columns you don’t want to import can be excluded using the skip option. Once you’re happy with the mapping, click Save Configuration to lock it in. You can also use Review Configuration at the bottom of the screen to check everything before moving on.

Validation

Click through to the Validation screen, where FlowLogic will check your data for errors before processing the import. Any invalid rows or field type errors will be flagged here for you to review.

A common cause of errors is incorrectly formatted dates – always double-check that your date format matches what you selected in the formatting step.

If there are errors but you’d like to proceed anyway, you can continue with the import and any rows with errors will simply be skipped. This lets you get valid data in without needing to fix everything first.

Completing the Import

Once you confirm the import, FlowLogic will process the file and provide a summary showing how many records were created or updated successfully.