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Import Data into Existing Tables

Import new data into an existing reference data table to refresh content from source systems, merge records with existing data, or apply transformations before loading. This ensures downstream systems receive the latest version of your reference data.

Unlike creating new tables, importing preserves the table structure and history while updating content.

When to import data

Import data to:

  • Refresh data from source systems on a schedule.

  • Add new records without affecting existing data.

  • Update specific records based on matching attributes.

Import methods

Via transformation plan

Reusable import with data transformation and optional scheduling. Best for regular updates from catalog items.

From file

Direct import from XLS, XLSX, CSV, or TSV files. Best for one-time imports or manual data updates. Supports files up to 50 MB (XLS/XLSX) or 100 MB (CSV/TSV) with maximum 50,000 rows.

Import via transformation plan

Use transformation plans for reusable imports with data transformation and scheduling support.

Prerequisites

  • You must have at least Editor role on the target reference data table

  • Source data must be available as a published catalog item, and you must have read access to that catalog item

  • Source and target tables must have compatible attributes (same names and types for imported data)

    If your source data schema doesn’t match the reference data table structure, use transformation steps to align them:

    • Add attributes - Add missing columns or calculate new fields.

    • Delete attributes - Remove columns not needed in the target table.

    • Edit schema - Rename columns or convert data types.

    For example, if your source has a product_code column but your table expects ProductCode, add a Edit schema step to rename it before the Reference data output step.

Create and configure an import transformation

  1. Go to Reference data > Tables.

  2. Open the table you want to import data into.

  3. Select the three-dots menu > Import > Via transformation plan.

Result: A new transformation plan opens with two pre-configured steps:

  • CI input (Catalog item input step) - Select your data source

  • Reference data output step - Pre-configured with your target table

All transformation plans that use your table appear in the Transformation plans tab. Use this tab to monitor imports, view plan status, and access plans for editing. For details, see View Transformation Plans for Reference Data.

Configure the data source

  1. Locate the CI input step in the transformation canvas.

  2. Select the expand button (chevron icon) to open the step configuration.

  3. Select Select catalog item.

  4. Search for and select your source catalog item, then select Select to confirm.

Result: The selected catalog item is now configured as the data source.

Configure import settings

  1. Locate the Reference data output step.

  2. Select the expand button to open the step configuration panel.

  3. Under Update method, select your strategy. See [import-strategies] for details.

  4. Under Select matching attributes (only visible for Upsert strategy), select Select to open the attribute selector.

  5. Choose one or more attributes that uniquely identify records (for example, Product ID, Customer ID, Account Number, SKU, or Serial Number).

Result: The matching attributes are configured.

Matching attributes determine how records are identified for updates:

  • Records with matching values in table → Updated.

  • Records with matching values not in table → Inserted as new.

  • Records with null matching values → Always inserted as new.

Add transformation steps (optional)

Add transformation steps to prepare data before import:

  1. Select the plus sign (+) on the canvas or drag a step from the Insert transformation step panel.

  2. Insert between the CI input and Reference data output steps.

  3. Configure the step according to its type.

Common transformation patterns:

Step Purpose Example

Filter

Remove records that don’t meet quality standards

ProductCode is not null AND Price > 0

Transform Data

Standardize or reformat values

Uppercase country codes, format dates to YYYY-MM-DD

Add Attributes

Calculate new fields or add constants

Flag active products based on last update date

Delete Attributes

Remove unwanted columns before import

Remove temporary or debug columns

Join

Enrich data from other sources

Join with supplier catalog to add manufacturer details

Run the import

  1. Review the transformation plan configuration.

  2. Select Run (top right).

  3. Monitor the execution panel for status, record count, and any errors.

  4. Wait for execution to complete.

Result: Data is loaded into your reference data table in draft state. Review records in the table’s Data tab before publishing.

For publishing details, see Publish and Approve Reference Data.

Import from file

Import data directly from XLS, XLSX, CSV, or TSV files for one-time updates or manual data loads.

Prerequisites

  • You must have at least Editor role on the target reference data table.

  • File must be in XLS, XLSX, CSV, or TSV format.

  • File size must not exceed:

    • 50 MB for XLS/XLSX files.

    • 100 MB for CSV/TSV files.

  • File must contain no more than 50,000 rows.

  • Column names in the file must match attribute names in the target table (case-sensitive).

  • For CSV/TSV files:

    • First row must contain column headers.

    • Use UTF-8 encoding.

    • CSV files use comma (,) as delimiter; TSV files use tab (\t).

  • For XLS/XLSX files:

    • First row must contain column headers.

    • Data must be in the first sheet.

    • Empty rows are ignored.

Import data from a file

  1. Go to Reference data > Tables.

  2. Open the table you want to import data into.

  3. Select the three-dots menu > Import > From file.

  4. Upload your file by dragging and dropping into the Source file area or selecting Browse files.

  5. Configure import settings (see Configure import settings).

  6. Select Import.

Configure import settings

When importing data, configure:

  1. Under Update method, select your strategy. See [import-strategies] for details.

  2. Under Select matching attributes (for Upsert only), select Add and choose one or more attributes that uniquely identify records (for example, Product ID, Customer ID, or SKU).

  3. Review the file preview in the Source file panel.

Result: Data is imported in draft state. Review records in the table’s Data tab before publishing.

For publishing details, see Publish and Approve Reference Data.

Schedule automatic imports

You can schedule transformation plans to run automatically on a recurring basis.

For complete scheduling instructions, see Schedule Transformation Plans.

Understand import behavior

Upsert logic in detail

For each incoming record, Upsert:

  1. Compares matching attributes with existing records.

  2. If match found: Updates existing record with new data.

  3. If no match: Inserts as new record in draft stage.

  4. Null matching attributes never match (treated as new records).

Handling null values in matching attributes

Null matching attributes never match (treated as new records). Use transformation steps to fill null values before import.

Multiple matching attributes

When selecting multiple matching attributes, all must match (AND logic):

  • Country="USA" AND Region="CA" matches → Update.

  • Country="USA" AND Region="NY" → No match, insert new.

Draft and published states

Imported records land in draft state and must be published before other features can access them.

New records: Start in draft and are invisible in published versions until published.

Updating existing records: Draft and published versions update independently, letting you review before publishing.

To publish after import:

  1. Navigate to the table’s Data tab.

  2. Review imported/updated records in draft state.

  3. Select records and select Publish in bulk actions.

  4. Confirm the publish action.

Records then become available in the published version.

Best practices

Choose appropriate matching attributes

Select ID codes or SKUs that uniquely identify records, not descriptive fields that change.

Test with small datasets first

Run imports on subsets to verify logic before processing large volumes.

Standardize data before matching

For transformation plans, add Transform Data steps to ensure matching attributes are in consistent format (uppercase, trimmed spaces, dates). For file imports, clean and standardize data before uploading.

Review changes before publishing

Review imported records in draft state before publishing.

Choose the right import method

Use transformation plans for regular, scheduled imports from catalog items, complex transformations, and audit requirements. Use file imports for one-time or ad-hoc updates and simple imports without transformation needs.

Schedule during low-usage periods

For large imports via transformation plans, schedule during off-hours to avoid impacting users.

Prepare files correctly

Ensure your file meets all requirements listed in Prerequisites before importing.

Use transformations for data quality

For transformation plans, add Filter and Transform Data steps to cleanse data before import. This catches quality issues early before they reach your tables.

Document your configuration

For transformation plans, in the transformation plan description, note the matching attributes, transformations applied, import frequency, and data volume.

Troubleshooting

Import runs but no data appears in table

Cause: Imported records in draft state.

Solution: Go to the table’s Data tab, select imported records, and select Publish.

To verify your import job executed successfully, check the Processing Center where you can see job status, execution time, and detailed logs for all transformation plans.

Import fails with "Schema mismatch" error

Cause: Source data structure doesn’t match target table schema (column names, data types, or required fields).

Solution: Add Transform Data steps to adjust data structure. Verify attribute names match exactly (case-sensitive) and data types are compatible.

No records imported despite successful execution

Possible causes: Filter step filtering out all records, matching attributes not aligned, or source catalog item not yet indexed.

Solution: Check transformation preview to see records at each step. Verify filter conditions. Ensure source catalog item is published and indexed.

Duplicate records created instead of updates

Cause: Matching attributes not configured correctly or matching values don’t align between source and target.

Solution: Verify matching attributes are selected. Check that matching attribute values match exactly (case-sensitive). Add Transform Data step to standardize matching attribute format.

"You do not have permission" error

Cause: Missing required permissions on the reference data table.

Solution: Request Editor or Owner role on the reference data table. For transformation plans, verify you have permissions to create transformation plans.

File upload fails or file rejected

Cause: File exceeds size limits or row count limits.

Solution: Ensure your file meets the requirements listed in Prerequisites. If your file is too large, split it into multiple smaller files or use a transformation plan to import from a catalog item instead.

Column data not imported from file

Cause: Column names in your file don’t match table attribute names.

Solution: Verify that column names in your file exactly match table attribute names (case-sensitive). Rename columns in your file before importing if needed.

See also

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