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Getting existing data into your account

2 min read · By Stefan Köhn

Records arrive through the API, one at a time or in batches. A wizard that reads a spreadsheet and maps its columns is designed and not yet built.

What works today

The intake API takes records, including several in one call. It is open to every account regardless of which modules are booked, and it is the same path a connected form uses. What it expects and how to address it is under API.

What has to be settled first

Before data arrives, the entity has to exist: a value without a field has nowhere to go. And the duplicate check should be set up, or every repeated submission creates another record. See Entities and Duplicates.

What gets triggered on the way in

A new record starts the automations hanging off the Record created trigger. For a thousand rows that is a thousand runs, and with a welcome message in there, a thousand emails. Anyone migrating an old stock switches the affected automations off first and back on afterwards.

The wizard is a draft

Under Records you will find a view with file, mapping and a check run. It works on sample data and writes nothing into your account. It is there so the planned process can be seen, not because it can be used.

Step by step

  1. Create the entity with its fields.
  2. Set up the duplicate check so repeated submissions do not land twice.
  3. Switch off automations that would run on every new record.
  4. Send the data through the API.
  5. Switch the automations back on.

Can I upload a spreadsheet?

Not yet. Today the way in is the API. What shape it expects is under API, and the examples there are built from the real fields of your entity.

How do I update existing records?

Through their id. It appears in every export and is the way back, see Export.

What happens to faulty data?

The API answers every call with the outcome and names the reason for a rejection. What goes through is in the account afterwards; what is rejected leaves nothing behind.

Why is there a draft here that does nothing?

So the planned process can be seen before it is built. It works on sample data and changes nothing about your records.