To import new Folios records to a Folio Template, click on the Admin Gear wheel in the right hand corner and then select Import
Select Folios
Download an Import Template
If you don't have a CSV template yet, select Download Import Template and then select New Folios Import Template.
A list of Folio Templates will be displayed to you. Select the appropriate template.
Note: You can't import into a Folio template that is Inactive.
Folio will automatically download a CSV file for you to fill with data.
Fill the Folio records in this CSV file. Use one line for each Folio. (There are a few other rules for more advanced features below.)
Importing your Folio Records
When your data is ready to import, go to the Folios Import screen and click on Upload Data then select the appropriate template that you are uploading data to.
Folio will first validate the import. If all the records are OK, then you can proceed to import them to Folio. Click on Import to import the records. You may also abort the import by clicking on Abort.
Once the import has been successfully completed, Folio displays the details of the successfully imported records. You can view any successfully imported Folio record by clicking on its Folio Key displayed in the Imported column.
Errors in the CSV file
If Folio has discovered errors in the CSV file, it will let you know as per the screenshot below. Please look at the What to do if there are errors in my import file article.
History of an Import
You can view the history of any particular import, by clicking on the History tab.
History includes the following:
- By whom and when an import was started.
- By whom and when validation was commenced.
- By whom and when changes were made to Folio records
- By whom and when the import was completed.
All Folio Imports
Folio also keeps a record of all completed and aborted imports on the Folios Import page.
Click on the status buttons to view the details of any previous import. You can also return to a previously commenced import by clicking on the Verify Data Now status to complete it.
Importing a Folio record to a particular stage
Folios can be imported into any stage by adding in the name of the stage you would like under the Stage column in the import file:
Note that this will bypass any approvals that have been set up on stages prior to the one being imported into.
Importing a Closed Folio
If you would like to import a new Folio as closed you can add a column called Status to the csv. Then use the value Closed against the Folios you would like to be imported as closed. This will bypass any approvals to close.
Linking a Folio record to other Folio records
You can also link the Folios records that you are importing to other Folios in the system by using the Linked Folio and Relationship columns, you can also optionally add a comment:
Linked Folios takes the key of the Folio this record is to be linked to, Relationship takes the nature of the linkage and Comment is a freetext field. The allowed Relationships are:
- Links to
- Master of
- Subsidiary to
- Replaces
- is Replaced by
If you are linking multiple Folios with the same relationship then they can be entered on the same line, with the linked folios separated by a comma:
However if they have different relationships then they will need to be entered on a separate line:
Data Rules for different Field Types
For more information on how certain types of fields are captured - look at Data Rules article in Help.