✅ What’s New – 17th September Update
We’re excited to introduce Customise AI Import Templates—a powerful new way to control your AI Import workflow directly from the List View.
Customise AI Import Templates (NEW): Provide precise instructions that guide the AI’s extraction logic, save them as reusable templates, and edit them on the fly. Ideal for high‑volume, consistent imports like drawings, packing lists, and schedules. Predictable results, zero retyping.
Progress Persistence: Your uploaded files now stay put—even if you navigate away or close the tab. No more waiting on the page while your upload processes in the background.
Multiple File Uploads: Upload several documents at once.
PDF Support in AI Import: Upload PDF files directly into the AI Import List View. This includes support for packing lists, construction drawings, and project schedules in PDF format.
Import History: A new section on the pre-import page shows a log of all import activity:
See who uploaded what, when, and to which project
Search and filter past imports with ease
Quickly access detailed results via direct links
In just a few simple steps, you can now upload data from your Excel spreadsheet or internal software into Matrak. This feature is especially useful for updating bulk records quickly and efficiently. Read on to learn more!
How to set up your file correctly？
How to set up your file correctly？
In order for Matrak to process your data upload, you need to make sure your file is set up correctly - the minimum columns required are the material 'ID' and 'Record Type' columns.
You can also add Qty and Suffix columns which is super handy for bulk updates, as well as Description columns and Linked columns.
Note: To ensure the upload works, your file must include 'ID' and 'Record Type' columns. You can use this basic Excel file template with pre-populated ID and Record Type column headings linked at the bottom of this article.
Below, is an example project where a company is updating the status of their materials from 'Not started' to 'Manufacturing', and also linking these materials to a stillage.
How to format dates from files？
How to format dates from files？
When importing Excel (.xlsx) files into Matrak we support most date format. To format your dates:
1. Right click the column header
2. Select format cells
3. Choose a date format
Tip: Matrak supports most date formats in your reports, allowing you to upload and manage your data, regardless of the date format used.
Please be aware that if you're dates are not written in a correct date format you wont be able to upload your data until they are correctly formatted.
Examples of acceptable date formats:
ISO 8601 (International Standard)
YYYY-MM-DD(e.g., 2024-06-19)
Common European Formats
DD-MM-YYYY(e.g., 19-06-2024)
Common Asian Formats
YYYY/MM/DD(e.g., 2024/06/19)
Common US Format
MM-DD-YYYY(e.g., 06-19-2024)
How to use the Import Page upload the data？
How to use the Import Page upload the data？
Great, I've set up my file, and everything looks good, now what?
1. Locate the “Import” Button on the Navigation Bar
You can now launch the import from anywhere in Matrak via the Import icon in the top nav bar. Alternatively, go to the Custom Reports page and click ‘Import’ in the toolbar.
2. Select or Drag Multiple Files
You can drag and drop one or more files into the Import Page. Or click Browse Files to select from your computer.
Currently supported: .XLSX, .XLS,.CSV, and .PDF
You’ll see a progress bar for each file, so you know what’s imported and what’s not.
How to Use the Import History:
On this page, you can:
Search across batch names, uploader names, and projects.
Filter by status, project, uploader, or import date.
Click a batch row to jump to the corresponding List View with the batch preloaded.
3. Preview the Information
Once uploaded, the document status shows as Analysing… , which means AI is analysing the document and extracting data
Once the analysis is complete, it will display which configurations this file is using under the Template column:
Number of Records Created
Number of Records Updated
Number of Records Linked
Each uploaded file will also show a real-time status:
Analysing: The file is being analysedReview this file: Issues were found and need your confirmationReady to Import: No issues found—file is ready for action
A download button allows you to download the generated file and see the results
A remove button allows you to remove the file from the import list of documents
4. Import the data
Once everything confirm, click import all button and you're good to go.
5. (Optional) Set Import Preferences
Click the Settings button to adjust global import behaviour:
Toggle overwrite matching values
Choose to use US date format
Enable or disable manual review and approval before importing
This ensures consistency and control over all import actions.
How to use the Customise AI Import Templates？
How to use the Customise AI Import Templates？
1. Access the Import Page
Navigate to the Import Data page by either:
Clicking Import Data in the left-hand navigation bar, or
Clicking Import on the Custom Reports page’s filter bar.
On the Import page, you’ll see options to upload files and manage templates.
2. Apply a Saved Template to a File
Upload your file as usual on the Import page.
After uploading, click the Template dropdown menu.
Select one of your saved templates from the list (for example, "Packing List").
Tips：Changing the template will automatically re-run the import using the instructions from that template and updating the fields according to your saved configuration.
3. Create and Save a New Template
Upload a new file for import on the Import page.
In the Template dropdown, select Add New。
Enter a Template Name (give it a clear, descriptive title like "Window Packing List") and write the Prompt/Instructions explaining how the AI should extract data.
Click Apply Changes to preview the AI’s output with your instructions. If it looks correct, click Save to save this configuration as a reusable template.
4. Edit an Existing Template
In the list of imported files, select a file that already has a template applied.
Click the pencil (✏️) icon next to the template name.
Update the prompt instructions in the ‘Edit Prompt’ text field, located at the bottom right of the screen
To apply the changes to the template, press Send (↑).
Please note: pressing 'Send' will not automatically re-run the report. This functionality allows for multiple updates to be made before initiating a single report re-run.After finishing your updates, click the ‘re-run’ arrow (↻) that appears next to the template name, and Matrak will reprocess the import using your new instructions
5. Error Messaging
At times, you may see an import marked as ‘Not ready to import’. This means there’s an issue with the data in the import file.
To identify and fix the problem, click the ‘Download Sheet’ button. This will generate a two-page Error Report outlining the issue:
Sheet 1 highlights the specific value causing the error
Sheet 2 (Error Summary) provides more detail on the error message along with the actions required to resolve it.
💬FAQ
Q：Is version history of templates tracked?
A：Not in this release. When you edit and save a template, the previous version is overwritten. We plan to add version history in a future update.
How to Fix Errors During File Upload？
How to Fix Errors During File Upload？
Sometimes, you may run into errors when uploading your file to Matrak. Don’t worry—these are usually easy to fix! If your upload contains issues, Matrak will show an on-screen error message and automatically generate a downloadable file that highlights exactly what went wrong.
You can download the processed output, fix errors, and re-upload the document if needed.
You can remove any in-progress or problematic documents.
You can choose to ignore specific sheets in Excel files to avoid importing irrelevant data.
✅ Next Steps to Resolve Errors
1. Review the Error Messages
Read the on-screen error summary.
Download the generated error file(s), which contain specific details about which rows failed and why.
2. Correct Your File
Open the downloaded file and check the highlighted errors.
Common issues include:
Missing ID or Record Type columns
Spelling mistakes in the Status column (e.g., using Delective instead of Defective)
Using a Status that hasn’t been set up in your material list
3. Re-upload the Corrected File
Once you’ve made the necessary fixes, import the updated file again.
Matrak will process the file and update any rows that are now valid—no need to re-upload everything from scratch.
Pro Tips
Common Error | How to Fix It |
ID column is missing | Add a valid ID column and try uploading again. |
Record Type column is missing | Include a valid Record Type column to proceed. |
Invalid Status value: Delective | Correct the spelling to match the valid list of statuses. |
Invalid Status value: Defective | Make sure Defective is set up as a valid status in your material settings. |
By following these steps, you can quickly fix any upload issues and get your data into Matrak without hassle.
Basic Excel File Template: