Imports allow you to add or update information in bulk to Vantaca. Imports can be an excellent way to save time, but also much be done properly to maintain the integrity of your data. 

Table of Contents

• The Import Screen
• Prepping Your Import File
• Uploading your Import File
• Reviewing Your Import
• Committing Your Import

The Import Screen

Imports are performed from the Settings > Imports page. Once there, navigate to the Imports tab. 

Here you'll see the list of the current outstanding imports in your database. Depending on your Role Securities, You can Review or Delete imports from here.

Checking the Include COmmitted Imports (Last 90 Days) box will also display recently committed imports. Depending on the Import Type, you may be able to undo the import. The information for that process is found here: Reversing Committed Imports.

To perform a new Import, click +New Import. 

Review the sections below to properly process your next import, and quickly add or update your database. 

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Prepping Your Import File

Imports can be in .xls, .xlsx, or .csv format. Each Import spreadsheet will contain the relevant column headers that correspond to the data being imported. Each type of import will contain different headers. These often correspond to back-end Vantaca data tables, and need to be exact in order for Vantaca to read the data and correctly apply it. 

The best way to ensure correct column headers is to use a Template. You can find a list of Import Templates in the Vantaca Library. 

It's also important that your import file be formatted correctly. 

Import File Format Best Practices

• Clear all formatting from your cells. Using strange font types, or specific formatting can affect Vantaca's ability to read the data in the file. 
• Column headers must be unique. Duplicate columns will cause importing errors. 
• Do not use calculations in your cells, only data. Calculations will not properly pull into Vantaca's spreadsheet reader and may negatively impact your data. 
  • If you used calculations to arrive at values, or you used functions such as 'concatenate', then you can copy the spreadsheet values and "paste as value only" to clear the formula and replace it with the correct values. 
• Vantaca Imports will only read the FIRST sheet of an excel file. Meaning if you have instructions, graphs, cover sheets, etc. on your first sheet ahead of your data, please remove those sheets before importing. 

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Uploading your Import File

From the Imports page, click +New Import. 

You'll be given the New Import window. You'll choose your Import Type. Your possible import types are determined by your Role Securities. 

Once you've selected your Import Type, you'll have new fields that correspond to the Import Type chosen. These fields may include Association, Fund, Posted Date, Charge, Action Type, and Import Mode.

Note: Set your parameters before uploading the file. Dragging-and-Dropping or Selecting the file to be uploaded will automatically import the chosen file with the settings in this window. 

Import Mode

The Import Mode determines what vantaca does with the information found in the import. The Import Modes are:

• Append
  • An Append type import will create new items, or in some way add net new information into Vantaca. By using the "Append" import, you are not removing anything that already exists, but you may end up creating duplicate items. 
    • Most imports will be Append imports. 
• Update

  • An Update type import will change or add to the data associated with the import, comparing existing data with the data in the spreadsheet. If existing data is found, the import will override the existing information with the import's data, this includes blank cells. This means you only want to include items that are being overridden.

    • Remove any columns that are not being overriden to avoid removing data. 

    • In complex situations of data clean-up, this may required multiple imports to fix all data error. 
• Replace

  • A Replace type import will completely remove any existing data in Vantaca relevant to the Import chosen and replace it with only the information in the spreadhsheet you Import. 

    • If there are many errors in your data and you want to start from scratch. 

    • Due to the severity of this import type, it is rarely used and not often recommended. 

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Reviewing Your Import

As mentioned in the previous section, Dragging-and-Dropping or Selecting the file from the New Import window will automatically import the chosen file with the settings in this window. You will then be taken to the Import Review screen. 

The Import Review screen looks like a spreadsheet, and functions like one in many respects. You can make changes to data in here, rename column headers, etc. and click Save to refresh the page and fix any Errors.

Import Errors are listed in Red/Orange. In the example below, you can see that several of the Column Headers do not match what Vantaca expects to see for this import, and those Cells are highlighted. Similarly, the values in the GLAccount column do not match GLs that exist in Vantaca, and are also highlighted. 

When a line item has an error, the first Column (A) will also highlight, as well as give you a reason for the error. 

Correcting Import Errors

Users have several options to correct these highlighted errors.

Manual Correction: If you know the correct information that should be in the highlighted cell, you can manually correct the information and click Save, which will refresh the spreadsheet and re-evaluate any errors. 

Translation Tab: In the example above, the GLAccounts in the spreadsheet did not match the GLs found in Vantaca. Using the Translation tab, you can "map" the items in the spreadsheet to values that Vantaca knows. For each line item shown, you can select the Translation for that item. 

When you're done, click Save Changes. 

Note: This tab will not populate values for all Import Types. 

Unmatched Tab: The Unmatched Tab will "match" incorrect column headers with values that Vantaca expects for the given Import Type. 

On this page you can "map" your Unmatched Columns to the Vantaca fields found in the "Match To" column. 

When you're done matching, click Save Changes. 

If you do not see an appropriate "Match To" option, that means the data you are trying to add is not found in this particular import. It is best to delete that column manually from your Spreadsheet. 

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Committing Your Import

Once any import errors have been corrected, you'll see the column/row indicators in the spreadsheet for cell A1 will turn green. This is how you know there are no error present. 

There is also a Valid Record counter at the top of the page. Valid Records are line items that match data types Vantaca is looking for based on the Import type chosen. 

Once you have verified you have the correct number of Valid Records, clicking Commit will add the data found in this import to your Vantaca database. You'll then be taken back to the Settings > Imports screen. 

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