Data Import and Export

​

Overview

Knowlix provides powerful data import and export capabilities, allowing you to move data in and out of the system efficiently. This is essential for reporting, bulk updates, system migrations, and integrations with external tools. Whether you’re implementing Knowlix for the first time, migrating from another system, or performing routine data maintenance, understanding import/export workflows ensures smooth operations. 💡 Pro Tip: Ask Your Knowlix for data operations: “Export all customers with their email addresses” or “How do I import a product list?”

Important: Data imports are permanent and cannot be automatically undone. Always backup data before large imports and test with small datasets first.

---

​

Exporting Data

Export data from any module in Knowlix to create reports, backup records, or prepare data for external processing.

​

Basic Export Process

To export records:

1. Navigate to the module containing the data (Contacts, Products, Sales Orders, etc.)
2. Switch to list view (click the list icon)
3. Select the records to export by checking their boxes
   • Check the top box to select all visible records
   • Or individually select specific records
4. Click Actions → Export
5. Configure export options
6. Click Export

​

Export Options

Import-compatible export: Enable “I want to update data (import-compatible export)” to:

• Include only importable fields
• Automatically include External IDs for record matching
• Create a file structure ready for re-import after editing

File format:

• CSV: Comma-separated values, universally compatible, good for large datasets
• Excel (.xlsx): Spreadsheet format with formatting support, easier to edit

​

Selecting Fields

Field browser: Browse available fields in the left panel. Click the expand icon next to fields to reveal sub-fields. Search fields: Use the search bar to quickly find specific fields. Expand all categories first for comprehensive search. Add fields: Click the plus icon next to a field to add it to the “Fields to export” list. Reorder fields: Drag fields using the sort icon to change their order in the exported file. Remove fields: Click the remove icon next to any field to exclude it from export.

​

Export Templates

Save field configurations as templates for recurring exports. To save a template:

1. Configure your desired fields
2. Click the template dropdown
3. Select New template
4. Enter a template name
5. Click the save icon

To use a template: Select it from the template dropdown. Fields populate automatically. 💡 Efficiency Tip: Create templates for reports you generate regularly (monthly sales, customer lists, inventory snapshots, etc.).

---

​

Importing Data

Import data to populate Knowlix initially, update existing records in bulk, or integrate data from external systems.

​

Import Process

To import data:

1. Navigate to the module where data should be imported
2. Click Actions → Import Records
3. Download the import template (optional but recommended)
4. Prepare your data file
5. Upload the file
6. Map fields (if needed)
7. Test the import
8. Execute the import

​

Using Import Templates

Knowlix provides pre-configured templates for common imports (contacts, products, invoices, etc.). To download a template: Click “Import Template for [Record Type]” on the import screen. This downloads a spreadsheet with:

• Pre-configured field columns
• Example data
• Correct field labels for automatic mapping

Advantages of templates:

• Guaranteed correct field names
• Proper data formatting examples
• Automatic field mapping
• Reduced errors

​

Preparing Import Files

Supported formats:

• CSV (.csv): Text-based, smaller file sizes, universal compatibility
• Excel (.xlsx/.xls): Spreadsheet format, supports multiple sheets

Best practices: Column headers: Use exact field labels from Knowlix or from downloaded templates. Data validation:

• Remove duplicate records before importing
• Ensure required fields have values
• Validate data formats (dates, numbers, emails)

External IDs: Include an “External ID” column when:

• Updating existing records
• Creating relationships between records
• Migrating from another system

​

Field Mapping

After uploading a file, Knowlix attempts to automatically map columns to fields. Automatic mapping: Knowlix matches column headers to field names. Review suggested mappings for accuracy. Manual mapping: If automatic mapping fails or needs adjustment:

1. Click the dropdown next to any unmapped column
2. Search for the correct field
3. Select the appropriate field

Show all fields: Enable “Show fields of relation fields (advanced)” to see the complete field list, including related object fields.

​

Testing Imports

Always test before executing imports on real data. To test an import: Click Test after uploading and mapping. Knowlix validates:

• Required fields have values
• Data types match field types (numbers in number fields, dates in date fields)
• Relationships can be resolved
• No duplicate External IDs

Test results:

• Green: All records valid, ready to import
• Yellow/Red: Issues detected. Review error messages and correct data.

Testing Tip: Test with a small subset (5-10 records) before importing thousands.

---

​

Advanced Import Concepts

​

External IDs

External IDs uniquely identify records across systems. They enable:

• Updates instead of duplicates: Re-importing the same file updates records rather than creating duplicates
• Relationship creation: Link imported records together
• Migration support: Preserve record identity when moving from other systems

External ID format: Use descriptive prefixes: customer_1001, product_abc123, invoice_2024_001 External ID in imports: Include an “External ID” column in your import file. On subsequent imports, records with matching External IDs are updated.

​

Importing Relationships

Many records relate to other records (contacts belong to companies, products belong to categories, etc.). Three ways to reference related records: 1. By name: Use the record’s name in the relationship field.

• Example: For a contact’s country, use “United States”
• Pros: Human-readable, easy to prepare
• Cons: Fails if multiple records share the same name

2. By Database ID: Use Knowlix’s internal numeric ID.

• Example: Country/Database ID: 233
• Pros: Always unique, never conflicts
• Cons: Hard to determine without exporting first, not portable across environments

3. By External ID: Use the record’s External ID.

• Example: Country/External ID: base.us
• Pros: Portable, works for migrations, supports updates
• Cons: Requires maintaining External IDs

​

Many-to-Many Relationships (Tags)

For fields that accept multiple values (like tags), separate values with commas. Example: To assign both “VIP” and “Partner” tags to a customer, enter: VIP,Partner Important: No spaces after commas.

​

One-to-Many Relationships (Line Items)

To import records with sub-records (like sales orders with multiple line items):

1. First line: Include the main record fields and the first sub-record
2. Additional lines: Leave main record fields empty, include only sub-record fields

Example: Sales order with 3 products The second and third rows have blank Order Number and Customer fields because they’re additional lines for order SO001.

---

​

Importing Images

Import image files alongside data records. Process:

1. Add image filenames to the “Image” column in your data file
   • Example: product_001.jpg, customer_logo.png
2. Upload your data file
3. Click “Upload your files” under “Files to import”
4. Select all image files (must match filenames in data file)
5. Test and import

Knowlix automatically matches images to records based on filename. Image import tips:

• Image filenames in data file must exactly match uploaded file names
• Supported formats: JPG, PNG, GIF
• For large image batches, adjust batch size and delay settings (requires Developer Mode)

---

​

Formatting Options

​

CSV Formatting

When importing CSV files, configure formatting settings: Separator: Character separating columns (typically comma , or semicolon ;) Delimiter: Character surrounding text values (typically quotation mark ") Encoding: Character encoding (typically UTF-8) Date format: How dates are formatted in the file (use ISO 8601: YYYY-MM-DD recommended) Knowlix attempts to detect these automatically, but you can adjust if import preview looks incorrect.

​

Number Formats

Knowlix supports various number formats: Supported:

• 32,000.00 (US format)
• 32.000,00 (European format)
• 32000 (no separators)
• $(32,000.00) (parentheses indicate negative)
• €-32.000,00 (explicit negative)

Not supported:

• ABC 32,000 (text prefix outside currency)
• 32,000 units (text suffix)

Currency symbols: Place currency symbols inside parentheses for negative values: ($1,234.56)

---

​

Updating Existing Data

Use imports to update existing records in bulk.

​

Export for Update

To prepare an update:

1. Export the records to update
2. Enable “I want to update data (import-compatible export)”
3. External IDs are automatically included
4. Make changes in the exported file
5. Re-import the file

What gets updated: Only fields present in the import file are updated. Fields not included remain unchanged.

Critical: Do not modify or remove External ID values. They identify which records to update.

​

Update vs. Create

When importing:

• Records with matching External IDs → Updated
• Records without External IDs or with new External IDs → Created

This allows mixed imports (some new records, some updates) in a single file.

---

​

Troubleshooting

​

Import Errors

“Required field missing” Solution: Ensure all required fields have values for every record. “Invalid data format” Solution: Check that dates are in the correct format (YYYY-MM-DD), numbers contain no invalid characters. “Relation not found” Solution: Import related records first, or verify relationship identifiers (names, External IDs) are correct. “Duplicate External ID” Solution: Ensure each External ID appears only once across all records.

​

Preview Not Displaying Correctly

Symptoms: Columns not aligned, data appears in wrong columns Solutions:

• Adjust CSV formatting options (separator, delimiter)
• Verify file was saved with correct encoding (UTF-8)
• Check for special characters in data that might interfere with parsing

​

Large File Timeouts

Symptoms: Import fails or times out with large files Solutions:

• Split import into smaller batches (1000-2000 records per file)
• Remove unnecessary columns to reduce file size
• Import during off-peak hours when system load is lower

---

​

Best Practices

​

Before Importing

Backup first: Export existing data before large imports. This creates a restore point if something goes wrong. Test with small datasets: Import 5-10 records first to verify mappings and data quality. Clean data: Remove duplicates, fix formatting issues, validate data completeness before importing.

​

During Import

Use templates: Start with Knowlix templates to ensure correct field names and formats. Include External IDs: Always include External ID columns for maintainability and future updates. Verify mappings: Review automatic field mappings. Don’t assume they’re always correct.

​

After Importing

Verify results: Check a sample of imported records to ensure data appears correctly. Use filters: Apply “Created On” or “Last Modified” filters to review recently imported records. Document process: Record field mappings and any transformations for future imports.

---

​

Related Documentation

• Contacts - Import contact lists
• Reporting - Export data for reports
• Search and Filters - Filter records before export
• Property Fields - Import custom field data

---

​

Need Help?

Ask Your Knowlix:

• “Export all customers created this year”
• “How do I import product data with categories?”
• “Show me the import template for sales orders”
• “Export invoices with payment status”
• “Help me map import fields correctly”

Contact Support: For assistance with complex imports, data migration projects, or troubleshooting import errors, contact Knowlix support through the Help menu.