Updating an existing Folio through import is largely the same as adding new Folios. First, go to the admin section then select Imports:
Then Folios:
Then under Download Import Template select Existing Folios Import Template:
Then select the template with the Folios that you want to update:
An Excel template will be created with a column for each of your contract fields. The major difference from new imports is that there is a mandatory column at the start of the file called Key:
This column is what is used to map each of the contracts that you are updating to the correct existing Folio. Now using one line for each Folio fill in your details and save. Note that you do not need to fill in every field, only the ones you want to update. If you leave a field blank in the csv it will not clear the existing data in the Folio, it will just be ignored.
Updating the Folio’s Status
You are able to Update an Folio’ s status by the import file.
To do this you will need to add a column to the import file called Status. The you set the status for the Folio in that column. If you leave it blank the status will not change. If you have Open on a Folio that is closed it will be re-opened, If you have Closed on an Open Folio then it will be closed. Bypassing any approvals to close.
Note that you can also update tables.
The Table Import rules are the same as New Folios Import - Where all non table fields should only be on the first line.
Creating Table Rows
If you are creating new table rows on existing Folios you just need to have the table fields on the import file.
When Folio asks for you to select the Table Identifier simply click Import (If you select an identifier here Folio will try and update table rows on the Folio using that selected identifier)
Updating Table Rows
If you are updating Existing Table Rows each row will need to have its own unique identifier, separate from the overall identifier which is the Key. This is so that the overall identifier is used to select the correct Folio, then the table identifier selects the correct row on the table. The table identifier must be unique within the table and be either a Short Text or Numeric field.
You will select which field to use as the identifier when uploading the csv into Folio. If you are not updating any table data then this step will be skipped, but if Folio detects that you are uploading to a table then a screen will appear asking you to select the unique identifier for that table:
Tick the box next to the identifier you want to use, then select Import. The process is then the same as normal importing
