Import and export

Most lists in Modulix can import records from a spreadsheet and export what they show. Use imports to move data in from another system or a spreadsheet, and exports to analyze records in Excel or hand them to another tool. Both run in the background, so large files do not block you.

Before you begin

• Import needs Import records from files (core.data.import) and the permission to create and edit that kind of record, for example Create and edit contacts and companies.
• Export needs Export records to files (core.data.export) and the permission to view that kind of record.
• Owners and administrators have both data permissions by default; members and read-only users do not. Give them to a role on Roles and permissions if other people need them.

If you do not see the Import or Export button on a list, either the list does not support it or you lack one of these permissions.

Supported files

	Import	Export
Formats	CSV, or Excel (.xlsx)	CSV, or Excel (.xlsx)
Size	Up to 20 MB and 50,000 rows per file	Up to 100,000 records
Layout	The first row names the columns; each other row is a record. CSV files must be UTF-8, separated by commas, semicolons or tabs.	One column per field, including custom fields.

Import records

1. Open the list you want to import into, for example the contacts list.
2. Select Import. The Import records dialog opens.
3. Drop your file on the dialog, or select it to choose a file. Modulix uploads and reads it.
4. In Match the columns, check the field each column of your file fills. Modulix suggests matches from the column names. For each column you see a few example values from the file and can choose:
   • a field of the record (required fields are marked (Required));
   • ID in your other system, to remember each row's ID from the system you import from;
   • Don’t import, to ignore the column.
5. Under Records already here, choose how to handle records that exist already (see below).
6. Select Import n rows.

Matching the columns of a file to fields.

If a required field is not matched, Modulix warns "Not matched yet: fields". You can still import: rows without those fields cannot add a record and are reported as not imported, but they can still update existing records.

Each field can be filled by one column only. To start over with another file, select Choose another file.

New and existing records

Choice	What happens
Add new and update existing (default)	Rows that match a record already here update it, for example a contact with the same email address. Other rows add new records.
Add new records only	Every row adds a record, unless its ID in your other system was imported before.

ID in your other system makes repeated imports safe. Modulix remembers the ID of each row it imported. When you import a file again with the same IDs, those rows update the records they created the first time instead of adding duplicates, whichever choice you made.

Follow the import

The import runs in the background. The dialog shows Importing… and the progress, for example "1,200 of 3,000 rows". You can close the dialog: the import goes on.

When it is done, the dialog shows Import finished with three counts: Added, Updated and Not imported. If some rows were not imported, Rows not imported lists the first ones with their line number in the file and the reason, for example "Line 14: Missing Email".

The result of an import, with the rows that were not imported.

Select Download the error report to get a CSV file of every row not imported: its line number, the problem and the original values. Fix the rows in that file, then import it again. Select Import another file or Done to finish.

Import custom fields

Custom fields of the record type appear as fields you can match. Enter their values as text:

Field type	Value in the file
Dropdown, Multi-select	The choice's label or its stored value; several values for Multi-select.
Checkbox	Yes or no.
Number, Money	A number, with . or , as the decimal separator.
Date	A date, preferably as YYYY-MM-DD.

If a custom field value is invalid, the record is still imported and the problem is listed in the error report.

Import problems

Message	What to do
Choose a CSV or Excel (.xlsx) file.	Save the file as CSV or .xlsx. Older .xls files are not supported.
The file is larger than 20 MB.	Split the file.
The file has too many rows for one import. Split it into smaller files.	Keep each file under 50,000 rows.
The file needs a header row and at least one row.	Add a first row with the column names.
This file cannot be read. Use a CSV or Excel (.xlsx) file.	Open and save the file again in your spreadsheet program.
Match at least one column to a field.	Choose a field for at least one column.

Export records

An export contains the records the list shows: it follows the list's current search, filters and sort, and includes every field of the record type, including custom fields.

1. Open the list and narrow it down with the search box, filters or a saved view. See Find records in a list.
2. Select Export.
3. Under Export these records as, choose CSV or Excel (.xlsx).

Exporting the records of a filtered list.

Modulix shows Preparing the export… and the progress, then downloads the file when it is ready and shows, for example, 250 records exported. The file is named after the record type and the date.

Exported CSV files use UTF-8 and open directly in Excel.

Exports and privacy

Exports take data out of Modulix. Every export is recorded in the audit log, twice: when it is created (export.created, with the format, the number of rows, the filters and the columns) and when the file is downloaded (export.downloaded). Completed imports are recorded too (import.completed, with the numbers added, updated and not imported).

Only give Export records to files to people who need it.

Tips

• Before a large import, try a file of a few rows to check the column matching.
• Keep the ID in your other system column when you migrate in several passes: you can then fix the source data and import again without creating duplicates.
• Leads also offer an Import leads shortcut in the command palette.

Permissions

Permission	What it allows	Granted by default to
core.data.import (Import records from files)	Import into lists you can create and edit records in.	Owner, Administrator
core.data.export (Export records to files)	Export lists you can view.	Owner, Administrator