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How to import, export, or transfer my data

The Universal Translator is a powerful tool that can be used to import or export large amounts of data to and from Paragon. You can mass update your reference modules and you can also export and import transaction data. As an example, this document will show how to export, add records to and then re-import the product file.

Step 1: Go to settings

To access the import and export functions, hit the settings button.

rules_settingsbutton

Import and export will be under the reports & data card.

Step 2: Export your configuration

Click on export under the reports & data card.

From the first drop-down scroll and select the module you’d like to export.

export_updated list

In this example, we have selected products. When you’re ready, hit export.

export-product
Paragon will start exporting your data into a spreadsheet format.

export-progress
The text box below your selections on the screen will provide you with the detail of the actions taken and their outcome.

export-complete

Note that your browser may block the file as a security measure, be sure to allow popups for this URL. The export will go into your downloads folder.

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To understand the structure of the export, it helps to take a look at the product screen setup.

screen-setup-ut

All of the attributes that are configured on the product screen will appear as columns in your excel sheet. For example, the attributes called ‘power supply’, ‘product group’ and ‘product name’ are set up on the product screen. They export as column headers in the file.

excel-export

The first column is always the unique identifier of the record. This corresponds to ‘short_description’ in the screen setup.

export-excel-1

There are additional columns in the spreadsheet as well. These are:

status – This can be set to ‘active’ and ‘inactive’. Depending on the status of the reference, you can perform specific actions in Paragon.

isMaterial, isProduct, isTool, isLabor – This can be set to ‘1’ or nothing. If the record you are importing is a product, set the field to ‘1’. If the record you are importing is also a material, set the field to ‘1’. If this is the case, the record will appear in the product and materials module after import.

Do not modify the names of columns. As explained, the columns are mapped to attributes that are set up on the module you’re exporting

Step 3: Add or manipulate your export

Below are requirements for the data that you will try to import. If these are not respected, the import log will inform you that some of the data could not be loaded and will provide an explanation as well as the corresponding row number(s) on the spreadsheet.

  • Attributes setup as drop down lists must be entered exactly as is on the spreadsheet – suggested values will not appear. If you have not added attribute values to the attribute you set up, they will not be automatically loaded.
  • You must enter unique record ID in the first column.
  • You must set the status (Temp, Active or Inactive)
  • Check mark attributes need a value of 0 or 1 (0 = unchecked and 1 = checked)

Step 4: Import your data

Click on import under the reports & data card.

Select the table or module that you wish to import or update – e.g. Products, Customers, Vendors, etc.

import_updated listScreen Shot 2017-10-01 at 10.54.15 AM

Then hit choose file.

Once you’ve chosen the correctly formatted file you’d like to import, hit upload.

Paragon will start importing your data from the spreadsheet selected.

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The text box below your selections on the screen will provide you with the detail of the actions taken and their outcome. If any rows in the spreadsheet were unsuccessful in the import, a reason will be given. If you do not see this information on the main screen, you can scroll down within the text box.

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If there are failures, you can correct your file and return back to the previous step by hitting the back button.

**Please note that any column which fills data in a “drop down” attribute will fail to import if the data has not already been configured for that attribute.  For example: if you are trying to import colors in your product file and your file contains color black but the color attribute in Paragon only contains options for colors red, blue and green; the import for that record will fail and return a message like the one sampled above.

 

import1 - Copy (3)

 

If you’re satisfied with the import, hit done.

import1 - Copy

 

Other Import/Export Use Cases

Updated on September 26, 2018

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