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  • Using the Import Wizard
 

Using the Import Wizard

 
Often the family historian will obtain a file such as a list of convicts which they might want to store in Genota Forms. Rather than manually keying in all of the information, Genota Forms provides a facility to import information directly from files in any of the following formats:
 
 
 

Using the Import Wizard

 
 
This Import Wizard is a collection of eight  (8 ) screens aimed to guide the user through the import process.
 
 
 
Each step is detailed below:
 
1
Select the file type for the file to be imported. This can be recognised by the file extension, eg. .txt indicates a text file.
 
If the file has the extension *.csv select the text option.
 
Click the NEXT button to continue.
 
2
Select the file to be imported.
 
Click on the ELLIPSE button to the right of the input box and navigate to the file to be imported, then select OK.
 
 
 
Make sure that the TRIM VALUES box is set to TRIM. This will ensure that any leading or trailing spaces will be deleted.
 
Click the NEXT button to continue
 
3
If the source is a text format file the structure will need to be ascertained. Firstly,
 
  •  Is it a fixed length file, i.e. All fields appear as columns with no special characters surrounding the text, or
  •  Is it a delimited file, i.e. Special characters are used to separate the information on each row.
 
If the latter, select the characters used from Field Delimiter, Record Separator and Text Qualifier options.
 
Click the NEXT button to continue
 
4
Select the Data formats, ie. Which row to start importing the information from, date formats, etc.
Normally the only option that need to be changed is the First Row.
 
 
 
If importing an file that has a header row set FIRST ROW to 2 and check the SHOW FILE HEADER box, else  set FIRST ROW to 1 and uncheck the SHOW FILE HEADER box.
 
The other options may be left at the default values unless there is a specific requirement to change them.
 
Click the NEXT button to continue
 
5
A preview of the source file will display with only the first 20 rows visible. Check that everything is in the right place.
 
 
 
At this stage you can click on the column headers to assign the information to the Form Fields, however if a column is missed it may not be available for import. Only use this facility when all columns align with all Form Fields or once  experienced in the using the Import wizard.
 
Click the NEXT button to continue
 
6
Map the fields.
 
 
 
This screen displays two (2) columns. The one on the left displays the Form Fields (DESTINATION) and whilst the right hand column contains column references to the Source file.
 
IMPORTANT: Do not associate any data with the DESTINATION FIELDS labelled IID or FID. These fields are used internally by Genota Forms.
 
To map the SOURCE FIELDS columns to the DESTINATION FIELDS, click on the the fields in the SOURCE COLUMN enabling the drop down list button to appear. Click on the button to view the list of columns available in the SOURCE FILE and select that required.
 
If a constant value, e.g. A word or numeral, is to be applied to all records, simply type it into the SOURCE FIELD, enclosed by single quote characters ('), e.g. '45 yeas of age', against its required DESTINATION. Alternatively an expression may be created using the EXPRESSION EDITOR by clicking on the far right button in the source box.
 
To assign a SUBJECT to a form using information contained within the load file, enter the SOURCE FIELDS column or columns enclosed by square brackets alongside the DESTINATION FIELD labelled FORM SUBJECT, e.g  using the example in the illustration above, the expression [B]+' '+[C] would result in the FORM SUBJECT field being loaded with a value of GIVEN NAME+ SURNAME.
 
Ignore the column with a KEY displayed in the column header as it has no function within Genota Forms.
 
Click the NEXT button to continue
 
7
Next is a data preview of the information to be imported.
 
 
 
At the bottom of the screen are two (2) boxes which allow for the inclusion of expressions to control the import process. Under normal circumstances this would not be used.
 
Click the NEXT button to continue
 
8
The import mode screen. Only one (1) option is enabled on this screen, that being Append records to destination file.
 
 
 
To commence the import click  the EXECUTE button.