Upload Data comes with a built-in Test Run feature that checks your data file and identifies errors that need to be corrected before you commit your changes to the database. When you upload a file with the Test Run feature enabled, the tool performs a validation check on your data and no changes are committed to the database. It's a good idea to perform a test run on every file before performing an actual upload.

When you perform a test run on a data file, validation results will display any validation errors encountered during the test run. Make whatever corrections are necessary and repeat the test run and correction process until the data file passes the test run without any validation errors.

Once the file passes this validation check, you will be sent an Upload Results Email detailing the changes that will be made if the file is uploaded. Always open and review the Upload Results for the test run before performing the actual upload to make sure you approve the changes before you commit them to the database.

Since the Super Admin is ultimately responsible for the results of any upload performed through this tool, you are strongly advised to read and follow the instructions carefully. Since changes committed to the database are permanent and cannot be rolled back, time and effort spent preparing data for the upload process pays off in smooth and efficient data management and reduced administrative burden. In a worse case scenario, a carelessly performed upload has the potential to corrupt the database. This is rare, but if it happens, the database usually has to be restored from backup versions, resulting in a loss of any changes made between the time the backup was created and the time the database was corrupted.

The instructions for the Upload Data tool are divided into several documents (including this one). This document provides general instructions on using the tool once your data file is prepared. The Upload Data tool is easy to use —preparing the data file so that company and user records in the database follow configuration rules and organization policy is the hard part. You are referred to the following documents for instructions on preparing data files.

You have the option of performing a test run to check your file for errors or performing an actual upload. When uploading data, run your data file through the Upload Data steps to make sure the file uploads properly before performing the actual upload to minimize the possibility of introducing errors into the database.

To perform a test run, set the 'Test Run' option to 'Do a test run.', add the email address you will be monitoring for test results in the 'Email Results To' text box, then validate your file. If the Validation Results display any errors, press Back to return to the Options step, correct and resave the data file, then press Validate. All your option settings are retained so you don't have to reset them when repeating test runs. You don't even have to browse for the data file again unless you save it under a new name. Repeat this process until no errors appear in the Validation Results and all the rows that contain records are listed as 'good rows' in the results.

Remember that the first row of the data file contains the column headings and 'good rows' refers only to the rows that contain data records, so the number of 'good rows' should equal the total number of rows minus one.

Once the data file passes the validation check, press Upload Data. The results of the test upload will be sent to you in an Upload Results Email. Be sure to review the test run upload results to make sure the upload worked properly and look over the changes that will be made to be sure they are appropriate.

If you are satisfied with the changes listed in the Upload Results Email, your file is ready for upload. Press Upload Another File to return to the Option step, set the 'Test Run' option to 'Do NOT do a test run. Do the real upload.' and follow the steps to commit your changes to the database. When you are done, take the time to review the Upload Results Email and double check your results.

Validation Results are displayed for you to review. This may include a list of errors encountered during the upload process, followed by a list of all successfully uploaded rows. The results describes the type of error and the row in which it was found. If your data file contains validation errors, press Back to return to the Options step, correct the errors, save and revalidate the file as described previously.

If the file passes the validation check, press Upload Data. If you are using the Upload Data tool in test run mode, no changes will be committed to the database at this time. If you are performing an actual upload, your changes will be committed to the database.

Your data has been uploaded and the Upload Results Email has been sent to the specified address. Always review the upload results to be sure the upload completed successfully.

If you performed a test run, examine the test run upload results to be sure no errors occurred. Sometimes errors occur that can't be detected during the validation check. You should also look over the results to make sure you are committing an appropriate set of changes to the database. If the results look good to you, your file is ready for upload. Press Upload Another File, reset the 'Test Run' option to 'Do NOT do a test run. Do the real upload.' and run through the steps to perform an actual upload. If you have any concerns, please contact Kavi support before proceeding with the actual upload.

If you performed an actual upload, examine the upload results to be sure no errors occurred and the desired set of changes were committed to the database. If you followed the data file preparations as described in the Instructions for Upload Data Add, Edit and Delete Actions, performed the test run and reviewed the test run upload results as instructed, everything should be fine. If you have any concerns, please contact Kavi support for assistance.