Importing Data Using the Excel Migration Tool

Introduction

The Excel Migration tool allows administrators to import data into BindHQ using pre-formatted Excel templates. Before data is imported, BindHQ validates the uploaded file to identify missing or incorrect information, helping ensure a successful migration.

Only users with Administrator permissions can access the Excel Migration tool.

Accessing Existing Data Imports

1. Navigate to Settings.

2. Select Tools.

3. Click Browse & View Data Imports.

The Browse & View Data Imports page displays all existing data imports, their current status, and provides the option to create a new import.

Creating a New Migration

1. From Settings → Tools, click Create New Data Import.

2. Select the type of data you want to import.

3. Download the corresponding Excel template, if needed.

4. Complete the template with your data.

5. Click Browse and select the completed Excel file.

6. Click Start Import.

Note: Each import type has its own Excel template. Always use the template provided by BindHQ, as different data types require different fields and formats.

Preparing Your Spreadsheet

Before uploading your file:

• Use the downloaded template without modifying the column headers.

• Complete all required fields.

• Ensure all data is formatted correctly.

• Remove duplicate or unnecessary records.

• Save the completed file as an .xlsx Excel workbook.

Tip: Reviewing your spreadsheet before uploading can help reduce validation errors and minimise the need for multiple import attempts.

Reviewing Validation Results

After the file is uploaded, BindHQ validates the data before importing it.

If any issues are found, the import will display the affected rows along with a description of each validation error.

Common validation errors include:

• Missing required information.

• Invalid data formats.

• Duplicate records.

• References to records that do not exist in BindHQ.

Correct the reported issues in the spreadsheet and upload the file again.

Completing the Import

Once the file passes validation:

1. Review the import summary.

2. Confirm the import.

BindHQ will process the file and create the records contained in the spreadsheet.

Note: The time required to complete the import depends on the size of the file.

Reviewing Migration Results

After the import has finished, review the results to verify that all records were imported successfully.

If any records could not be imported, review the reported errors, update the spreadsheet, and repeat the import process.

Best Practices

1. Always download and use the latest Excel template provided by BindHQ.

2. Do not modify the template structure or column headings.

3. Review and validate your data before uploading.

4. Carefully review any validation errors before importing.

5. For large migrations, consider importing data in smaller batches to simplify troubleshooting.