This help page describes the Import function in the grid Tools menu. If you have data in an electronic format, for example, a spreadsheet, it can generally be imported into the Tracker.

In many cases, importing isn't difficult. You don't need to be a computer expert but do need to have a basic understanding of file formats (like xls and txt) and relational databases. That said, importing tables with many-to-1 relations with more than one table can be challenging.

The Import function isn't designed to convert Tracker 7 data into Tracker 8 formats. Contact us if you want to do that.

IMPORT DATA

We recommend backing up your data before importing (see Backup/Restore).

  • Set your data up in spreadsheets, one spreadsheet per Tracker table (Tables and fields lists the Tracker's tales and the fields in each). Each column of data in your spreadsheet needs to correspond to a Tracker field but doesn't need to be in the same sequence as the Tracker's. And you don't need to supply data for everys Tracker field.

  • Enter the Tracker's name for each field (from the FIELD columm in Tables and fields) at the top of each column. Delete any heading info you've entered for your own use.

  • Fields that refer to other tables are at the '1' end of a 1-to-many relation. Import the data at the 'many' end first. Then import the data at the '1' end into a subgrid (check out the SUGGESTED DATA ENTRY SEQUENCE in the Setup section of the Help overview).

  • Save the file as text with a delimiter (comma, tab, colon or semicolon). Don't use delimiters that are in your data, for example, if your data contains commas, don't use a comma-delimited (also called CSV) format. If you're working with a multi-sheet spreadsheet, save each sheet in a separate file.

  • Open the screen that contains the grid you want to import into. Click the Tools icon in the grid menu then Import.

  • Click Choose file. Navigate to and click on the file you want then click Open.

  • Specify the separator used in your import file (tab, comma, colon or semicolon).

  • If you're importing into a table at the '1' end of a 1-to-many relation, specify the Related parent field that will be used to match the imported data with the existing data in the main grid.

  • Click Truncate table if you want to erase the table you're importing into before importing your file.

  • Click Import and your data will appear in an Import screen where you can edit it and delete records (follow the instructions in the Add, Edit and Delete section of the help overview).
  • Grid page controls

  • Click IMPORT to import your data. Bad data is ignored, for example, if 'abc' is in your spreadsheet in a column that's supposed to contain numbers or dates, it's ignored.

Let's say, for example, you wanted to import this data.

item # description
1001 pickup truck
1002 wrench
1003 pickup truck

In the Tracker, the items table contains a description_id field, which means it has a 1-to-many relation with the descriptions table. You need to create a descriptions spreadsheet and import your descriptions before importing your items.

description
wrench
pickup truck

In your descriptions spreadhseet, change 'description' (your column heading) to the field name used in the Tracker's description table ('description_id') then save the spreadsheet as a text file. In the Tracker, open the Descriptions screen, click the Tools icon in the main grid menu, Import, then follow the instructions above.

In your items spreadsheet, change 'item #' to 'item_number' and 'description' to 'description_id' (the field names used in the Tracker's items table) then save the spreadsheet as a text file. In the Tracker, open the Descriptions screen. If Items aren't displayed as a subgrid, click the Tools icon in the main grid menu, Views then with items. Click the Tools icon in the main grid menu then Import.

Grid page controls

You're importing into a table at the '1' end of a 1-to-many relation and need to specify the Related parent field (in this case, the Description name) that will be used to match the imported data with the existing data in the main grid.

FIELDS

  • (Records grid) ROW. The row number assigned by the Tracker, not imported.
  • (Records grid) The names of the fields in the import file.
  • (Records grid) RELATED PARENT. Only appears when importing into a subgrid. The field that will be used to match the imported data with the existing data in the main grid.