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Importing and Exporting

Tutorial Video

Preparing your Import Files

For Ragic to map your information correctly to entries, you will need to have a unique identification that we call key field, such as "Product ID" for products, or "Customer No." for your customers. To make your database easier to use, let the first column of your import data be this type of key field.

Your file should have the first row as the headers of the fields. If you have other types of formatting such as logos or informational text on your first few rows, for your specific import file, you can remove these and save a version with field headers on the first row.

Ragic supports .xls .xlsx and .csv files. We recommend that you save your file as .csv for the best performance.

Here is the maximum size for each file format:

Format Maximum File Size
.xls 10 MB
.xlsx 10 MB
.csv 200 MB

For On-premises Plan, there is no import file size limit.

To import multiple values for your multiple selection fields, you can format your fields in the file you are importing with a vertical bar character (|) or a comma character (,) to separate your values. (If the value itself contains a comma character, you should use a vertical bar character to separate them).

Importing your Data

Ragic has a convenient import wizard for users to import their existing data from Excel or CSV files. To import from your files to Ragic, you can go to the listing page that you would like to import your data to, and choose Import Data From File under Tools.

Upload your file.

Determine if your first row is the header. If so, Ragic will automatically determine how the data in this row will be mapped to your fields for the next step.

Check to see if all the target fields are correct. This is especially important if you have similar names for two separate fields. You can also choose to ignore columns of data that you do not want to import. Note that the target field values should be in the correct formatting, such as the date format (make sure to adjust the format on the sheet listing page, too).

Import Policy

Choose the import policy to handle duplicated keys during your import. Ragic will match to the entries in your sheet according to the key value in the first column in the imported file.

If you choose Create new entry, new entries will be created containing data with the same key values.

If you choose Renew data, your existing data will be updated if you have entries with the same key value, and new entries will be created for the key values that aren't in your database.

If you choose Update without creating new data, your existing data will be updated if you have entries with the same key value and entries with key values which aren't in your database will not be imported. 

This type of import policy is especially useful when you are doing mass editing.

Advanced Settings

You can configure Advanced Settings in Import Policy as well if necessary.

Advanced Setting Description
Fill in default field values If you have a configured default value in your sheet, please check this box so that the field value will be updated or populated with the import.
Execute link and load If there are sets of link and load configured on your sheet, please check this box to have the loaded fields auto-populated. Otherwise, the loaded fields will be left empty if the field values aren't included in your import file.
Recalculate all formulas Recalculate all formulas during the import.
Execute work-flow Execute work-flow, if any, in your sheet.
Execute not empty check Check if there are field values configured with the "Not Empty" feature. If there is no field value, Ragic will skip that row during the import.
Create detail history Show editing history in entry's information panel.
Execute validation check Check if the field value meets the configured validation . If it doesn't, Ragic will skip that row during the import.
Omit leading and trailing whitespaces The unwanted leading and trailing whitespaces will be omitted when importing (checked by default.)
Import date values using browser time zone When enabling "Import date values using browser time zone", the date values in your import file will refer to your browser's time zone. If this option is not selected, the date values would be considered in the UTC+0 time zone.
Check and disallow importing data to read-only fields If the imported file contains read-only field values, those values will not be written into the database.

These advanced settings will be executed in the following order: Fill in default field values -> Execute link and load -> Recalculate all formulas -> Execute not empty check -> Execute validation check -> Execute workflow.

If you're not importing into an existing Ragic sheet, you can also use the Excel or CSV file to create a new sheet as you import. Just choose "Create Form From Excel" in the "Tools" menu instead. This method is explained in detail here.

Save Import Configuration as Template

After mapping fields and choosing import policy and advanced settings, you can save the current import configuration as template so that users can directly apply it when importing files with this format in the future.

In the pop-up window, you can name the template and review the import settings.

You may select to directly apply a saved import template when you would like to import data to this sheet in the future.

This function is only available when the situation matches all the following conditions:

1. The import is executed by a SYSAdmin or tab SYSAdmin.

2. This import is not executed with an existing import template.

4. This import is not a periodic import.

Creating a New Database Sheet by Importing Data

You can use an Excel or CSV file to create a new sheet as you import your data into Ragic, instead of creating the Ragic sheet first. (If you would prefer to build a Ragic sheet first, please check the normal process of developing Ragic sheets.)

Note. If your Excel file includes some formulas, it can't be auto-applied to your Ragic sheet when you create a new sheet by importing. You will need to manually add them to your Ragic sheet design. For the list of supported formulas in Ragic, you can refer to here.

You can create a new sheet by clicking on the + sign at the top of your page.

Name your new sheet and check the box Create new sheet with my Excel file. This will take you to the import wizard. The step-by-step wizard will guide you through the field mapping process as well as other configurations for the data to import correctly.

Pick a file from your computer to upload into Ragic.

Ragic supports .xls .xlsx and .csv files. We recommend that you save your file as .csv for the best performance.

For Ragic to map your information correctly to entries, you will need to have a unique identification that we call key field, such as "Product ID" for products, or "Customer No." for your customers. To make your database easier to use, let the first column of your import data be this type of key field.

Determine if your first row is the header. If so, Ragic will automatically determine how the data in this row will be mapped to your fields for the next step.

You can choose an initial field type for each field.

There are many other field types available in Ragic, and you can later edit your fields according to your own requirements.

The last step is to import your data and create your new sheet in Ragic. This step can take up to a few minutes if you have a lot of columns and rows in your spreadsheet.

Congratulations, you have now created your new database sheet in Ragic.

Importing Data into Subtables

To import data into a subtable, please navigate to the "Form Settings" and check the "Selection Title Field":

Note: you may switch to a different selection title field from the drop-down menu. However, please select a field without unique values, such as "Order Number" or "Client ID".

Then, please put the "Selection Title Field" into the first column of your file. With the example above, we'll put the "Sales Order Number" in the first column and input the values:

In the future, the system will use the values in the first column to recognize which main entry the imported row belong to.

Furthermore, please make sure every main entry exists in your sheet. For example, if you wish to import the order details to order "SO-00462", you must have an entry of "SO-00462" first. If not, please create it before you make the import.

When you import, you can select the subtable you would like to import to from the drop-down menu:

In the mapping process, the system will lock the first column automatically. Please map the rest of the fields. If you wish to renew values in existing subtable rows, please map the second column to the unique field in the subtable.

After mapping fields, you may select proper import policy and advanced settings and then import your data.

Terminate import

If you would like to terminate the current import process, you may click this button.

During import, you won't be able to use the mass update function. If you want to terminate the current import, you may also terminate it in this warning window.

Notice: Your importing process will not be terminated immediately when clicking on either button to terminate import. It will stop after completing the import of the current row. After successfully terminating, the system will send an email to notify the user that clicked this button.

Revert import

If you want to revert a previous import, you can go to Account Setup > Recent Changes and click the Revert Icon next to the history of an import. This action will delete newly created records via import and revert the updated ones.

WARNING:

1. This operation cannot be undone once executed.

2. Field values updated by link and load, formula recalculation, and workflow will not be reverted.

3. Reverting import will not trigger link and load, formula recalculation, and workflow.

Exporting your Data

Exporting Options

Ragic has many useful export options that are accessible from the Tools Menu. Please note that if you're exporting many entries from the listing page with any method, the filter that is applied from searches will affect the records that are exported.

Download as Excel or CSV File

You can use the Download as Excel or CSV file feature that could be accessed on the listing page of a form from Tools to export multiple entries.

On the download configuration window, you can choose if you want to export all fields or only the fields that are displayed on the listing page, as well as configure the number of entries you would like to export.

Note: If you have more than 5000 entries to export, the system will export entries into CSV format. Furthermore, if you are exporting more than 30000 entries, the system will generate the CSV file asynchronously and send the file to your email when it is done.

If the number of records you'd like to download is within 100 and they contain Image Upload field(s), the downloaded Excel file will automatically embed the images.

However, if the number of records you'd like to download is over 100 and you don't set an exact number of records to export, the images will not be embedded in the Excel file.

To export one entry, navigate to Tools under the form page instead.

Download as PDF File

You can use the Tools > Download as PDF feature to export multiple entries from the form listing page:

On the download configuration window, you can choose if you want to export all fields or only the fields that are displayed on the listing page, as well as configure the number of entries you would like to export.

While on the listing page, you can still download the form page of your entries too. While on form page part of the PDF Download window, you can select to save your entries as a single file or separated files that are compressed into a zip file.

You can also download individual entries as PDFs as they look on the form page:

You can also attach a watermark of your company logo on the PDF file by uploading the image of the logo to the Watermark field in the Company Setting sheet.

Printer Friendly

The Printer Friendly option will display your data in a clear, ready-to-print way. In the printer-friendly configuration, you can choose to print your data as it is displayed on your listing page or download individual entries as they look on the form page.

You can switch to the record's other versions in the gear icon.

Other Exporting Options

Learn more about the types of reports you can generate in Ragic here.

Our mail merge tool allows you to export your data in a specific excel template that you can upload into Ragic.

You also have the option to backup your entire Ragic database.

Exporting Data from your Subtables

The best way to export data from your subtables is outlined below:

1. Create a new sheet from your subtable with this linking type, this will generate a new sheet with all your subtable values from all of your entries in that subtable, spanning different records.

2. Add other necessary fields If necessary, you can add stand-alone fields from your parent sheet with the link fields from parent sheets method. This way you can export your subtable data with other fields that are related.

3. Export your data from your new sheet Exporting data from the new sheet is just like exporting from a regular sheet.

Exporting Data from backup

Select Download as Excel or Text, and click the From backup tab to download sheet data from auto backup.

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