Importing data into a project

This article shows how to import data into project data tables using excel or csv

Pre-requisites

  • An active  project created on Impact Cloud
  • A spreadsheet with rows and columns with labels on the top row

Data can be imported into project data tables in two scenarios

  1. Importing data into a new table
  2. Importing data into a pre-existing table with fields/questions

Importing data into a new table

To import data into an existing table, follow the below steps:

  1. After logging into Impact Cloud, navigate to the relevant project through "Impact Maker"
  2. Click on the project where you want to import the data. The next screen will look like this:

  3. To import data, first, you need to create a table, which will contain your data. The create it, click on "Create a New Table to Add Data." A pop-up window will open.

  4. Enter the table name and click on the button SAVE.
  5. Find the Import icon on the left side of the table's name, and click on it:

  6. You will see the following screen:

  7. Make sure that the excel you are trying to import contains labels in the top row and is not formatted in any special way (colors/freezing of panes etc). Click on both the checkboxes (in the screenshot above) and click "Next". You will be navigated to the following screen:


    NOTE: Your file will HAVE TO include a column named "Entry Date." This column refers to the date when each record was collected. The system uses this field to summarize the results into a specific reporting period, for example, Q1-2021. 
  8. Drag and drop the CSV/Excel file into the area above (shown in the screenshot). Alternatively, you may even click and browse for files on your computer:

  9. Click on "Upload" and you will be navigated to the following screen:

  10. Click on Next, Map your Fields. This is the most important step. In the import process, we recommend you proceed with caution. In this step, the system will read through the data that you are importing, and recommend a format for each column or field of your spreadsheet. 
  11. Most of the time, the system will get all the formats right, but you still need to review all of them. The review happens only the first time ever that you import data into a table. If you see a format that is incorrect, click on the drop-down to pick the right format:



  12. Here is a quick guide on the formats that are relevant at the moment of the import:

    FORMAT WHEN TO USE: EXAMPLE: CONSIDERATIONS:
    Yes/No If your column has Yes or No data   Easy to represent as a chart
    Single Select If your column has text that repeats multiple times For the column Country, your data might have Mexico, USA, and Canada repeating multiple times Easy to represent as a chart
    Percentage If your column has a percentage value   The column must contain the numeric value ONLY, no additional symbols
    Long Text If your column is capturing extensive open-ended text If you are importing an old survey where you asked "Please, provide some feedback about our services" It cannot be represented as a chart, but we can apply AI to analyze it
    Date If your column has dates that include day, month, and year in whatever format 12-Mar-12 The system will not consider it as a date if it only includes the year
    Table Not useful at the moment of the import When you collect data using our survey in the same format as the table containing this information The data in table format cannot be analyzed either through AI or charts
    Formula Not useful at the moment of the import Use two of the columns in your file to create an operation (A + B / 100 ) Formulas can be added as new fields to any table
    Latitude If your column has a numeric value that reflects a latitude (location) 38.8951 for Washington DC The visualization options for this type of data are very limited. If you have location data, use Geo Point instead
    Longitude If your column has a numeric value that reflects a longitude (location)  - 77.0364 for Washington DC The visualization options for this type of data are very limited. If you have location data, use Geo Point instead
    Score If your column has numeric values that represent a score Values only from 1 to 5 that repeat multiple times This type of data can be visualized through many types of charts, including radar (spider web)
    Scale Not useful at the moment of the import Use it to assign numeric values to categories or the other way around. For example, if your column has the options "Strongly Agree", "Agree", "Disagree" and "Strongly Disagree" you can assign the number 5 to Strongly Agree, 4 to Agree, and so on   
    Goe Point If your column has latitude and longitude in the same filed   Can be represented in a map on the dashboards
    Multi-Select If your column has text that repeats multiple times, but each record can have multiple categories separated by a character For the column Country, your data might have Mexico; USA in one row and Mexico; USA; Canada in the next row. In this case, the separator is ; Easy to represent as a chart
    Number If your column has any numeric value without additional characters    
    Note Not useful at the moment of the import    
    Currency If your column has a numeric value that represents an amount of money without additional characters    
    Attachment Not useful at the moment of the import    
    Single-Line Text If your column is capturing short open-ended text A question asking "Name" It cannot be represented as a chart, but we can apply AI to analyze it
    MultiValue Not useful at the moment of the import Female: 20, Male: 35, Non-binary: 50 Use it in our online survey when you have to collect numeric values for multiple categories within the same field. 
    Page Break Not useful at the moment of the import When you create a survey, the page break allows you to add a new page of questions Only helpful in surveys going out of the platform
  13. Once you have reviewed all of the formats, click on NEXT. You will see a confirmation screen (as shown below)

  14. Click on "Finish Import." Depending on the amount of data, it could take from 2 minutes to a few minutes to import all the data. Once the import is done, you will see the status on the status page (shown below)

  15. You may view the data by clicking on the grid iconafter you see the status as "Completed."

      Importing data into a  pre-existing table with fields/questions

      To import data into an existing table, follow the below steps:

      1. After logging into Impact Cloud, navigate to the relevant project through "Impact Maker"
      2. Click on the project where you want to import the data and this section specifically focuses on importing data into an existing table (The screen should look like below after you click on the project. Each row represents a data table with respective names and projects)
      3. As an example, if you wish to import the data into "Scholarships Survey" (shown in the screenshot above), click on corresponding to the particular data table, it will lead you to this screen
      4. Make sure that the excel you are trying to import contains labels in the top row and is not formatted in any special way(colors/freezing of panes etc). Click on both the checkboxes (in the screenshot above) and click "Next". You will be navigated to the following screen
      5. Drag and drop the CSV/Excel file into the area above (shown in the screenshot). Alternatively, you may even click and browse for files on your computer
      6. Click on "Upload" and you will be navigated to the following screen
      7. Click on Map your Fields, this is the most important step, in the import process we recommend you to proceed with caution. In this step our system matches the columns you have in your spreadsheet, based on the labels, with the columns that are already existing in the table. In the below screenshot, the labels in the CSV are presented on the left while matching columns are presented on the right with type of field in the centre. Make sure that the matches are correct.
        1. If new fields are present in the CSV which were not present in the table before, they will be created in your respective table.
        2. Sometimes our system has trouble identifying the format (as is the case with "Id" column below). Please choose an appropriate format in this case.

      8. If you have made sure of the column mapping, click on "Next". You will see the below screen. This is a final preview to make sure everything looks ok.

      9. Click on "Next" if there are no changes. You will see a confirmation screen (as shown below)

      10. Click on "Finish Import." Depending on the amount of data, it could take from 2 minutes to a few minutes to import all the data. Once the import is done, you will see the status on the status page (shown below)

      11. You may view the data by clicking on the grid iconafter you see the status as "Completed".