Importing records from file metadata

Introduction

These instructions are for importing records without media, such as Knowledge class and List records. If you wish to import into media-based classes like Photo, Document, Movie, Sound, or Object, refer to Importing media with metadata.

Before you begin, you will need to prepare import files in one of the following formats:

• Comma Separated Values (CSV) or Tab Separated Values (TAB or TSV) spreadsheets, with either ‘.csv’, ‘.tsv’ or ‘.tab’ file extensions. See Creating CSV metadata files for importing and updating records.
• KC Structured Data format, which is a special format that only Keeping Culture archives can process and is created when exporting records from a Keeping Culture archive. These files must have a ‘.csj’ file extension. See Using ‘KC Structured Data’ metadata import and export format.

Your prepared import file needs to be uploaded to the Archive Files directory before commencing the import.

Importing adds new records rather than updating existing ones, so duplicates may occur and will need to be merged manually. See Merging records.

If you wish to update existing records, please consider the Updating records with file metadata or Merging file metadata with records options.

Your User account must have Administration access and Add records permissions enabled to import new records.

If the hyperlinks, pages and resources for Importing records are not available on the archive, try logging in with an account with higher administrative privileges or as a Super Administrator.

How to import Knowledge class records

Steps for CSV & TAB formatted import file

1. To access the Import via file wizard, go to the Main Menu → Administration tab, then in the ‘cog’ button menu next to the Knowledge class for your imported records, select Import via file.
2. In the wizard, click Choose file.
3. In the Choose file window, navigate to, and select the CSV or TAB file you have previously uploaded to the Archive Files directory. Click Select.
4. Select ‘CSV & TAB File Importer’ from the Format list. Click Continue.
5. Click Continue again.
6. In step three of the wizard, systematically work through the list of attributes (fields) assigning a column that contains the value for the attributes. It is not necessary to assign a column to every attribute, but the name or title attribute must be assigned to a column, and it must have a column value.
   
   For attributes that accept multiple values, the column’s value can be separated into multiple values using a delimiter, usually a comma. For example, a column value of ‘Matt Smith, Jill Green, Ken Bell’ can be broken into three separate people using a comma ‘,’ delimiter.
   
   For attributes that reference their values from multiple classes, you must specify the class that the column’s value will be imported into.
   
   Once you have finished making your column assignments, click Continue.
7. In step four of the wizard, specify any content restriction that will be applied to the imported records. Click Continue.
8. The import will begin, and once complete, the wizard will display the outcome of the process. Any error and skipped records will be reported to you. If you need assistance with working out these issues, contact Keeping Culture support. Click Done.

Steps for KC Structured Data formatted import file

1. To access the Import via file wizard, go to the Main Menu → Administration tab, then in the ‘cog’ button menu next to the Knowledge class for your imported records, select Import via file.
2. In the wizard, click Choose file.
3. In the Choose file window, navigate to, and select the KC Structured Data (.csj) file you have previously uploaded to the Archive Files directory. Click Select.
4. Select ‘KC Structured Data Importer’ from the Format list. Click Continue.
5. In step two of the wizard, under the File Reader configuration heading, pair any comparable content restrictions from this archive with those from the source archive. Any unassigned restrictions will be ignored during import.
   
   Review the content restrictions applied to the classes and attributes of the source archive. You will need to carefully consider whether similar restrictions should be applied to the classes and attributes of this archive.
   
   Click Continue.
6. In step three of the wizard, systematically work through the list of attributes (fields) assigning a property from the import file to each attribute in the archive.
    
   Only compatible properties will be displayed for each attribute. The system will attempt to recommend a ‘Good Match’ based on the properties of the source archive attributes.
   
   Any attributes that are unassigned a property for the import file will be skipped.
   
   For an explanation of why some attributes have ‘Unknown Reference!’, please refer to Using ‘KC Structured Data’ metadata import and export format for more information.
   
   Once you have finished making your attribute assignments, click Continue.
7. In step four of the wizard, specify any content restriction that will be applied to the imported records. Click Continue.
8. The import will begin, and once complete, the wizard will display the outcome of the process. Any error and skipped records will be reported to you. If you need assistance with working out these issues, contact Keeping Culture support. Click Done.

How to import List class records

The process of importing records into List classes is identical to that of Knowledge classes, except that the link to the import wizard is located in a different place for List classes.

1. Navigate to the Lists page by going to: Main Menu → Administration tab → Lists hyperlink.
2. Locate the List class you wish to import records into, then click the Import via file hyperlink under the title of the list.
3. Refer to step 2 onwards in the How to import Knowledge class records instructions above to complete the import.