Import data into an existing database
Use the Import feature to add or update multiple database records simultaneously. Prior to running a major data import, we recommend exporting the current database to excel as a best practice. This ensures existing data is retained as a backup if needed.
Currently, the import tool supports the USD currency, so all currency fields will default to the USD automatically. If a record needs to reflect a different currency, this adjustment can be made directly within the record following your import.
We plan to support additional currencies in future releases.
Prepare your file for upload.
- Only CSV files can be used to import data so ensure you prepare the correct file type by saving your excel document as a CSV (CSV UTF-8 preferably.)
- It’s easiest to ensure the column headers in your upload file match the field names in the database, however, this isn’t necessary. If your column headers don’t match be prepared to tell the system how to map the information. For example, if the database field is named “Attorney” and the header in the import is named “Professional”, within the import tool you will need to map the Database Field “Attorney” to the “Professional” column being imported. This tells the system to populate data from the “Professional” column in the “Attorney” field.
- Ensure the data being loaded aligns with the appropriate field type. For example, ensure you are not attempting to load text to a field that is structured to only accept date values. If importing dropdown multiple field types ensure each list option is separated by a comma. If a list option includes a comma be sure to enclose the option in quotation marks (this applies for dropdown multiple multi-select list option fields only). For example, the list option for Energy, Gas & Oil would need to be formatted as "Energy, Gas & Oil" to import otherwise the system will read Energy and Gas & Oil as two separate options. This applies only to dropdown multiple field types. Single-select dropdown field types that contain a comma do not need to be enclosed in quotation marks. When importing single-select dropdown options they must be an exact match to the option stored in the system - any extra spaces or characters will cause the single-select dropdown field import/update to fail.
- If your database contains reference field types, for example, attorney or company names that populate automatically by referencing separate databases, ensure there aren’t any new entries being loaded. If there are new items add these records to their respective databases prior to trying to reference them in your new import. If the import is done prior to these items being added, the data point will not import because it has nothing to reference.
When arranging your data in excel, a good thing to note is the formatting of your columns. If you are not in the U.S. your date formatting will be different. This can cause problems when bringing data into Pitchly. To avoid this, first, select your date column. Open the formatting window and select the format type that starts with the year. This will ensure proper imports every time, no matter where in the world you are! See the image below for the correct date format.
You're ready to import.
- Select Import in the Main Database screen.
- Load the CSV file you wish to import and choose a delimiter (a character that separates each field in your data). If you are unsure select auto-detect.
- Map the fields to determine where the database fields should pull data to be imported from.
- If the import spreadsheet contains a field you do not want to import simply select the first drop-down option of “do not import”.
- Click next. The confirmation screen will indicate the number of rows being imported across the selected fields.
- Click to begin the import. The data import will perform in the background.
- Once complete the summary screen will report how many rows were added, updated, skipped, or failed.
The system is set to add new records by default, however, if you would like to update existing records enable field matching by clicking the middle arrow. When a record matches fields, the remaining fields are updated; however, if there isn't a match, the row will be added as a new database record. Field matching can be enabled on any field but ensure the field is a unique identifier (e.g., a matter number), or a combination of fields that will make an individual record unique.
We’d love to hear from you. If you have any feedback on product enhancements or additional questions, email the team at PitchlySupport@pitchly.com.