Matching and Posting Import Results

This topic describes how to match and post import results.

Follow these steps:

1. Open an Import Runs record whose details have not yet been matched or posted.
   
   • After running the Generic Import wizard, the Import Runs record that was created by the wizard opens automatically.
     
     
2. Click the Import Run Details tab.
   
   • This tab displays all of the rows imported from the import file. 
     
     
3. Review the results of the import process and resolve any import failures that may have occurred (that is rows whose Status is set to Import Failure).
   
   • If you place the cursor in the row's Matching Record column, an ellipsis (...) button appears (the button is circled in the figure below). Click this button (or simply double-click within the row) to open the corresponding Import Run Details record to view more information about a particular row. See About the Import Run Details Form for details on the form.
     
      
   • If a match failure occurred or if you want to modify an unintended partial or absolute match, open the row's Import Run Details record and modify the record's contents as necessary.
   • Modify the Import Run Details record as necessary to resolve the issue. Errors related to a failure appear on the Import Run Details record's Comments tab.
   • When finished, change the record's Status from Import Failure to Imported (the Status field is on the General tab).
      
4. Click the Match button to display a dialog that contains information about the matching behavior.
5. Click OK to begin the matching process.
6. Click OK when prompted that the matching process is complete.
7. Review the results of the matching process and resolve any matching failures that may have occurred. You can also modify any rows that unintentionally matched with an existing record.
   
   • You can filter the rows that appear in the list using the Show Records radio buttons. For example, to display all records whose Status is Partial, select the Partial Matches option, as illustrated in the figure above.
     • With Aptify, absolute matches occur if the Mapped Entity's name field has the Unique option selected in its Entity Fields record and the imported row's name matches an existing record's name.
     • With Aptify, partial matches occur if the imported row's name field matches the name of an existing record in the Mapped Entity and the Mapped Entity's name field does not have the Unique option selected in its Entity Fields record.
        
   • Review any partial matches. If the partial match is an actual match, change the row's Status to Absolute to prevent a new duplicate record from being created.
   • If a match failure occurred or if you want to modify an unintended partial or absolute match, open the row's Import Run Details record and modify the record's contents as necessary. Errors related to a match failure appear on the Import Run Details record's Comments tab.  
      
8. Click Match to rerun the matching process if you modified any rows.
9. After you have completed your final review of the matching results, click the Post button to display a dialog that contains information about the posting behavior.
10. Click OK to begin the posting process.
    
    • The posting process completes the import.
    • For records that are absolute matches, the posting process updates the existing, matching record with information from the import row. Therefore, note that the posting process may overwrite existing data if a field's value in the import row does not exactly match the field's current value in the record.
    • The system creates new records for records that are Partial or Unmatched. The system uses the Record Template you may have specified in the Import Sources record to populate any fields that do not have a corresponding column in the import file.
       
11. Click OK when prompted that the posting process is complete.
12. Review the results of the posting process and resolve any matching failures that may have occurred.
    
    • You can display the records that failed to post by selecting the Failure Only option in the Show Records area.
    • If a row failed to post, update the Import Run Details record using the following steps:
      
      1. Open its Import Run Details record.
      2. Click the Comments tab in the Import Run Details record to review the error. 
         
          
      3. Based on the error message, modify the record as necessary.
      4. Click the General tab and change the Status from Post Failure to the appropriate option (such as Unmatched). Note that if you can also leave the Status set to Post Failure. The posting process also attempts to repost any row that previously failed.  
         
          
      5. Save and close the Import Run Details record to return to the Import Runs record.
          
13. Click Post to rerun the posting process if you modified any rows.
14. Resolve any additional failures as needed.
    
    • When all rows have been successfully posted, the system grays out the Match and Post buttons on the Import Runs record (since no additional action is required for this import run).
    • The system automatically adds the date and time to the End Date field on the Import Runs record's General tab when all records have been posted.
       
15. Save and close the Import Runs record.
    
    • If you do not save and close your record, a prompt will appear indicating that the End Date has been changed. Click Yes to save the End Date to the record.