Importing Form Records

New Interface

The following section describes the steps for importing Form Records to a Form on the New Data Entry Interface.

You might have multiple data entries (here called Form Records) already available on a spreadsheet outside ActivityInfo. You don't have to add all these entries manually. Instead, you can batch import these entries from the spreadsheet to ActivityInfo.

The supported spreadsheet formats on ActivityInfo are:

  • Excel 
  • Open office
  • Libreoffice 
  • Numbers

How to Import Form Records

Prepare the Data

Mandatory fields are marked with an asterisk (*) and can be created by ticking the box of "Required " in the Properties Panel.

Sub-Forms and Reference Fields are not supported in this version of the Importer.

  • Each of the mandatory Form Fields in your ActivityInfo Form must have a corresponding column in your spreadsheet. If you don't have such fields in your spreadsheet, you need to create them.
  • The Partner Form Field and the Partner Full Name Text Field are mandatory by default so make sure you include this in the spreadsheet. Make sure you add the Names of the Partners in the exact same way they appear in ActivityInfo.
  • For Single Selection Form Fields make sure you add the answers in the exact same way as they appear in the Form you created in ActivityInfo.
  • For Multiple Selection Form Fields, create a separate column and provide the answers that are selected.
  • For Date Fields use the international format YYYY-MM-DD to prevent a wrong format conversion.

The more your Column Headers in the spreadsheet match with the Form Fields in the system, the more the chances the columns will be automatically matched.

Import the Data
  • You will be redirected to the Import page.
  • Select all the data you want to import from the spreadsheet.
  • Copy (CTRL+C or Command+C) the data, including the Column Headers.
  • Paste (CTRL+V or Command+V) the data on the white box on the Import page.
  • Click "Next" to proceed.
Match Columns with Form Fields
  • In the following Table some of your Column Headers will have been matched to the ActivityInfo Column Headers. This will be highlighted in green.
  • Take a look at the matched Column Headers and make sure they have been matched correctly to the ActivityInfo Form Fields.
  • The ones that haven't been matched at all won't be highlighted in green and you need to match them manually to the ActivityInfo Form Fields.
  • At the bottom of the table you will be informed if something is missing. Make sure you add this information before you proceed.
  • To match manually the rest of the Column Headers, click on the "Choose Field" box underneath the Column Header that you want to match.
  • Scroll down at the Form Fields panel on your right side until you find the Form Field name you want to match this column with.
  • Select the Form Field.
  • The Column Header now is matched to the Form Field.
  • Repeat the same process until all of the Column Headers have been matched to a Form Field.
  • You can choose to ignore a Column by selecting the "Ignore this Column" option in the Form Fields panel.
  • When you have matched all the Column Headers to the Form Fields, click on the "Next" button. 

Fields with a red asterisk are mandatory. They must have a corresponding column header in your table.

Validate the Imported Data
  • On the following Table you will validate the data to make sure they will be imported correctly.
  • When all entries appear in green you are ready to import the data.
  • If not all entries are marked with green, detect any possible issues according to the color of each entry.
  • Hover the mouse over the entry to see an explanation.
  • If needed make necessary modifications to your initial spreadsheet.
  • Repeat the import process up to this step until you get the result you want.
  • When the Table is ready, click on the "Finish" button.

A row where one or more values are highlighted in red will not be imported. Only rows with green and/or yellow colour code will be imported.

  • Navigate to the Data Entry Interface of your Form and refresh the page.
  • The entries have been imported.
Consult the Color Code and the Import Rules
Colour Code
Green We found a perfect match for this value.
Yellow We found an imperfect match (less than 100% confidence) for this value.
Red We failed to find a match for this value. The row to which this entry belongs will not be imported.
  • In the case of a yellow code, you will see the following message: 

"Matched to: <matched value>  Confidence: <percent>% "

This percentage can help you make your choice on how to proceed with the specific entry.

  • Keep in mind that it is not possible to modify values or matches in the validation window. To modify your imported data, you will need to modify your initial file and restart the import process from the beginning.