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How to upload data from a CSV or Excel file in your custom reports
How to upload data from a CSV or Excel file in your custom reports
Import CSV and Excel files directly into the custom reports page, here's some tips to make sure your files are set up correctly.
Written by Becki Sinclair
Updated over a week ago

In a few simple steps you can now upload data from your Excel spreadsheet or current internal software into Matrak - Especially useful if you're updating bulk records.

In this article we will explain:

Tip: You can use the above links to 'jump' to areas of the article you might specifically be looking to learn about. We've added a 'Back to navigation' link at each section header to quickly come back to this navigation menu.

Setting up your file:

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 Subfix columns which is super handy for bulk updates, as well as Description columns and Linked columns.

Note: In order for the upload to work, you must have a 'ID' and a 'Record Type' column. Make sure you type the column headers exactly as written below, or there will be a error when uploading your file. ('ID' and 'Record Type')

Here 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 Excel files:

When importing Excel (.xlsx) files into Matrak we support Excels date format. To format your dates:

1. Right click the column header
2. Select format cells

3. Choose your date type

Any of these date types can be uploaded successfully.

How to format dates from a .CSV file:

If you're importing a .CSV, you need to make some adjustments to your sheet and make sure the cell you're inputting your date into is text formatted. Heres how:

1. Click on the column header
2. Right click and choose 'Format options'
3. Choose 'text' from the category tab
4. Add or edit your dates into this format 'DD-MM-YYYY'
For example: 13-01-2023

Now you should be good to go!

How to upload a .CSV or Excel file to update records in Matrak:

Great! I've set up my file, and everything looks good, now what?

Easy! Click on the Custom Reports Page, and in the report toolbar you will see a new 'Upload data' icon next to your familiar properties and relations options. Click this to bring up the easy file upload pop-up.

You can now drag and drop your excel (.xlsx) or CSV file directly into the pop up, or click 'Browse files' to search your computer for your file.

You will see a progress bar and an success indicator that your file has been imported, but we've yet to upload the data to the system. Theres one quick final step to make sure that your data is uploaded correctly.

Overwriting existing values:

Before you can upload your file there is a option to toggle on or off overwriting existing values. When a record in your import matches a record that already exists in Matrak, you can turn on this option and the new value will add new records and replace the existing value by default.

Turn this option off if you want to create new records, and keep matching data as-is.

Once you click 'Import' you will see a progress bar, this may take a few minutes to create, update and link your records.

Once the process is complete, the progress screen will change to let you know your data has been uploaded successfully.

An error popped up, how to I fix it?

There is a few possible reasons that you're getting an error appear when you try to upload your file. The System wants to make sure that we upload your data correctly, and into the right place. Here's a few things what will cause an error.

‘ID’ column is not present

‘Record Type’ column is not present

Invalid ‘Status’ value: ‘Delective’

Invalid ‘Status’ value: ‘Defective’

If you receive this error, make sure to add a valid 'ID' column into your file and try to re-upload your file

If you receive this error, make sure you have a valid 'Record Type' column. Add a valid 'Record Type' column into your file and try to re-upload your file. Make sure the 'Record Type' is written as shown (it is case-sensitive).

Double check the spelling of your statuses, it should match the list values you created when setting up your materials.

If you're still getting an error for status, it may be that you don't have a valid status for defective.

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