Data import rules

Here are some of the important data import rules you should keep in mind when creating an Import File

Folios

Person Responsible

For the Person Responsible field you can use either the Users name, or the users email address to select the user.

Text Fields

Short text fields have a maximum length of 255 characters.

If you want to put a comma in a text field you just need to surround the field name and text with double quotes (“ “).

Long text Fields

CSV files are plain text which means any formatting does not typically get imported to Folio. 

Folio does support formatting in long text fields using HTML tags. Here are some of the formatting options that you can use in the import file.

A new line or a new paragraph

The new contract will be extended into 2023.

The exact details are yet to come 

The new contract will be extended into 2023. <br> The exact details are yet to come

Bold

The cat is still on the mat

The cat is <b>still</b> on the mat

Italics

The dog has a bone

the dog <i>has</i> a bone

Underlined

The bird was sitting in its cage

The bird <ins>was</ins> sitting in its cage

Bullet Points

The cities we service are

• Sydney
• Melbourne 
• Brisbane

The cities we service are <br>
<ul>
<li>Sydney</li>
<li>Melbourne</li>
<li>Brisbane</li>
</ul>

Numbered List

The pies we sell are

1. Apple
2. Cherry
    
3. Orange

The pies we sell are <br>
<ol>
<li>Apple</li>
<li>Cherry</li>
<li>Orange</li>
</ol>

Date Fields

The date format should match the one in your User settings.

Numeric Fields

For Numeric fields, enter the number as is. Do not add separators for 1000s i.e: write 100000 instead of 100,000

If the field is numeric or percentage do not add the "$" or "%"

For example if the numeric field is defined as Currency and 2 decimal points, enter 123.45 for a result of $123.45.

Tables

For a table you should put each row of the table on a new line, with the non table fields only on the first line

Address Fields

The country field defaults to Australia, so you are able to leave it blank. For States, both the short and the long version may be used e.g/ New South Wales or NSW are both valid

Both types of address are valid

Multi-Select & Single-Select Fields

For Multi-Select fields, enter a comma (“,”) between answers. So the field Type of Buildings:

Becomes:

If an selected answer has a comma in the answer, you will need to put double quotes (") around the answer, and make sure that there are no spaces before or after the quotes. See the below spreadsheet for an example

If an answer has the freeform option, enter your answer and then the text you want to put into the textbox. See the example below

If Other, please specify is used -> enter as Other, please specify your notes

If the field is a Multi-Select enter the answer surrounded by Quotation marks,

Becomes

Folio Lookup Fields

For an Folio lookup field the keys of the Folio records should be comma seperated on the import file

User Lookup Fields

For a User lookup field you can use either the users name or their email, seperating each user by a comma. 

Entity Lookup Fields

For a Entity lookup field you have to use the name of the Entity record, seperating each Entity by a comma

Hierarchy Fields

For importing data into hierarchy fields, enter the name of the child branch in the import template. To import NT into a field, just enter "NT" in the import file:

The imported record will have the parent branch appended to the child branch:

If multiple parent branches have child branches with the same name, for example - 

An import will result in the child branch sitting under the first parent branch

The child branch has to have a unique name to import it under specific parent branches. 

Attachment Fields

You are able to to link attachments from either the Attachment Tab of the Folio record, or directly from the Attachments Uploader. 

All you need to do is use the Title of the Attachment from the Attachments tab or Attachments Uploader and Folio will link to that Attachment on the Field. If you are selecting multiple Attachments you separate them by a comma.

If the Title has a comma in it you just need to put double quotation marks (") around the Title. 

You are able to import into a table just like you would any other import.

For more information about how the Attachment Importer works click here

Importing Hyperlinks to the Attachments Tab

You are able to import hyperlinks into the Attachment tab of a Folio record, to do this you need to use both the Attachment - Filename column and the Attachment - Type Column. 

The Filename column is where you put the URL, and in Type you have to have Hyperlink so Folio knows to treat that as an hyperlink and to not look for it in the Attachments Uploader. You can also give the hyperlink a name by using the Title column. 

That import will create this single attachment on the attachment tab that is a hyperlink to the url 

You can also import attachments from the attachment uploader at the same time

When you are doing this you just need to have the correct corresponding types in the Type column

So In the example below I have two urls and then a PDF, so the type column is “Hyperlink, Hyperlink, Attachment”

Importing this would result in three attachments on the attachment tab, the two hyperlinks and the PDF

Entities

• Make sure the Entity Name is unique
• Make sure all mandatory fields have a value

Entity Contacts

• The Entity Type field may be: Admin, or Service Provider, or "Admin, Service Provider" (for both)
• Make sure all mandatory fields have a value
• For many contacts added to the same entity:
  • Repeat a template row for each contact 
  • Remove all Entity field values, excepting for the Entity Name
  • Add the Contact details making sure the new Contact Name is unique

This Condensed Import File will result in the Entity and Contact Below

Rose Corporation

Dandelion Corporation