Key Points
To bulk update existing records, go to Record Management - Update Import Data, choose the import type, record type and destination form, then upload a CSV file.
Import and Update adds to existing data, while Import and Replace overwrites it.
On the Configure Import Fields screen, map your CSV columns and set an identifier column, such as first and last name or a unique ID, so FlowLogic can match existing records.
The Validation screen flags errors before the import. Incorrectly formatted dates are a common cause, and rows with errors are skipped if you continue.
If you can't see the option, you'll need the appropriate user right added to your account.
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.