When conducting an import in policyIQ, we always recommend using ID’s for your content on the Excel spreadsheet in place of spelling out the folder names, fields, or any other kind of data you are importing. This method eliminates the biggest chances for errors during your import process, and actually becomes much easier as you get used to using the Print/Export option.
IDs related to Fields and List Values
Did you know that fields are assigned ID’s behind the scenes? Yes, it’s true. Each of the fields are assigned a unique ID, making it easier to differentiate fields from template to template.
You’re probably wondering how to find these. It’s easy!
Simply navigate to the page template of which you would like to attain ID numbers. Click on the template name in the left hand navigation. After it appears in the table to the right, click “Print/Export” in the toolbar. In the box that opens, select “.CSV”, or “Outline with Narrative”, and then click next. When your results populate, you can either view them in policyIQ, or (for .CSV files) download them to Excel for easier viewing. You will find all of the assigned ID’s per field.
Now, when you choose to import, you can use ID’s to tell policyIQ how to populate these fields – and minimize the risk of getting import errors with misspellings or unexpected trailing spaces.
IDs related to Groups and Users
This idea of ID’s is most useful when you are adding groups or users into various levels of security on an import. Rather than spelling out often difficult and sometimes lengthy full names, simply drill Print/Export your Groups and Users structure and download the ID’s for Groups or Users that you wish to add to your import.
IDs related to Folders
You’ll find that ID’s are assigned to each part of your folder structure, as well. While you may certainly download the ID’s, it might be easier to see them directly from your policyIQ table. ID’s are typically set at one of the default columns on your table (see below).
Using ID’s rather than typing out names becomes easier and more worthwhile on bigger imports. Particularly if you may have data with the same name (which is often the case with Folders), using IDs can eliminate conflicts or errors. With our new ability to update existing pages via import, you can imagine how the Print/Export function could become a nice tool to use during that, as well.
The more you use this functionality, the easier imports become!