Understanding CSV Import (New)
What is CSV import?
CSV import lets you bring records from a file outside Apricot — a spreadsheet, a system export, or a file from a partner — into an Apricot form as records.
The tool checks your data before it creates any records. If a row has a problem, Apricot tells you which field failed, what rule it broke, and what a correct value looks like. You fix the problem right in the tool. You do not need to edit your file and upload it again.
Who can use it
Only Apricot Administrators (or users with administrative access to imports) can open the import tool, run imports, and view import history.
When to use it
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You are setting up a new organization and need to move existing records into Apricot.
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A partner, vendor, or outside system sends you data as a file that needs to go into Apricot.
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You need to add or update many records at once.
Important things to know
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One form per import. Each import goes into a single Apricot form. If your data belongs in more than one form, run a separate import for each form.
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Your file must be a CSV (.csv). Other file types are not accepted. Save your spreadsheet as CSV first.
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Up to 50,000 rows per import. If your file is larger, split it into more than one file.
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Column names do not need to match Apricot. You match your columns to Apricot fields during the import.
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Apricot checks your data first. Errors like wrong date formats, blank required fields, and invalid values are found before any records are created. Rows with errors do not go into Apricot until you fix them.
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You fix errors inside the tool. No need to edit and re-upload your file.
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Imports run in the background. After you submit, you can leave the page and come back later to check the result.
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Some fields may be greyed out. For Date, Dropdown Date, and Numeric fields, Apricot turns off the field in the mapping list if more than half of the values in your column do not match the expected format. If this happens, fix that column in your file and start a new import.
The four-step workflow
| Step | What you do |
|---|---|
| Choose your CSV file and check the preview. |
| Pick the Apricot form and match your columns to Apricot fields. |
| Assign all imported records to a program. (This step only appears if programs are turned on for the form.) |
| Apricot checks each row. Fix any errors, then submit the import. |
For the steps, see How do I upload my CSV file?
Import history
After each import, Apricot adds the session to your import history. Each entry shows who ran the import, when, and how many records were created, skipped, or corrected. Imports that were run with the older import tool are marked as legacy imports.
Import history is available only for imports completed using the new imports tool. To see import history or take further action on imports completed using legacy tools, navigate to the legacy import tool space. Understanding Apricot Import Tool (Legacy)
What is CSV import in Apricot | Who can import records in Apricot | How does the new Apricot import tool work | Can I import a spreadsheet into Apricot | What file type does Apricot import accept | How many rows can I import into Apricot