Import Data
You can add new records to an existing application by importing data from a .xls, .csv, .tsv file. You can import data in two ways:
- Write/Paste Data from the XLS file
- Import Data from the XLS files by specifying the file name
Write/Paste Data from the XLS file
- Access the application and select the required Form or View.
- Select the More Actions -> Import Data option from the Form/View header. The Import Datadialog will be displayed.
- Select the File Type as XLS, CSV or TSV.
- Select the Pasted Data radio button.
- Copy the data from your .xls file or from other file formats that store comma separated values or tab separated values.
- Paste the data copied from your .xls/.csv/.tsv file.
- Click Next to go to the next screen. The next screen will display the data in the following format:
- The data in the first row will be displayed as the default Label Name for each column. If the option First row of data is field label names is checked as "Yes", the first row values will be displayed as label names.
- Select the appropriate field for each column from the Select a Field list-box displayed below the label names.
- Select the appropriate option from the On Import Errorslist box:
- Skip corresponding rows: If there is any conflict found in any of the row values, Zoho Creator will skip the corresponding rows. Eg. If a row containing an email field type has text, then ZC will not import that row alone and the rest of the rows will be imported.
- Set empty values for the column: If there is any conflict found in any of the column values, Zoho Creator will set empty(NULL) values for the corresponding columns.. Eg : If a integer column has text, then ZC will not import that column value alone and the rest of the columns of that particular row will be imported.
- Don't import the data: If there is any error in the data to be imported, the entire data will not be imported.
- Click Import Data to create the application with the form data. The existing view will be updated with the new records.
Note:
- Make sure column names in the data are same as the field label names.
- Data size should be less than 5MB and the number of rows should be less than 100000, for the data to be imported properly.
- The "Import Data" option will only append new records. You cannot update existing records using this option.
Import Data from the XLS files by specifying the file name
- Access the application and select the required Form or View.
- Select the More Actions ->Import Data option from the Form/View header. The Import Data dialog will be displayed.
- Select the File Type as XLS, CSV or TSV.
- Select the Local Drive radio button.
- Browse and select the required .xls/.csv/.tsv file to upload.
- Click Next to go to the next screen. The next screen will display the data in the following format:
- The data in the first row will be displayed as the default Label Name for each column. If the option First row of data is field label names is checked as "Yes", the first row values will be displayed as label names.
- Select the appropriate field for each column from the Select a Field list-box displayed below the label names.
- Select the appropriate option from the On Import Errorslist box:
- Skip corresponding rows: If there is any conflict found in any of the row values, Zoho Creator will skip the corresponding rows. Eg. If a row containing an email field type has text, then ZC will not import that row alone and the rest of the rows will be imported.
- Set empty values for the column: If there is any conflict found in any of the column values, Zoho Creator will set empty(NULL) values for the corresponding columns.. Eg : If a integer column has text, then ZC will not import that column value alone and the rest of the columns of that particular row will be imported.
- Don't import the data: If there is any error in the data to be imported, the entire data will not be imported.
- Click Import Data to create the application with the form data. The existing view will be updated with the new records.
Note:
- Make sure column names in the data are same as the field label names.
- Data size should be less than 5MB and the number of rows should be less than 100000, for the data to be imported properly.
- The "Import Data" option will only append new records. You cannot update existing records using this option.
Import Data from Google Docs
Zoho Creator enables Google Apps users to import data into existing forms and views in a Zoho Creator application, from Google Spreadsheet. Please refer this Help topic for more information.
Import Data by using the MS Access & Excel Migration Tool
Please refer this page to know more about using the migration tool to import data.
Export Data
The Export Data feature in Zoho Creator enables you to export your data anytime in the format of Grid (excel format), PDF, HTML, RSS, JSON, CSV and TSV. You can export data as spreadsheet and take it to Zoho Sheet if you want to do some analysis, export it as PDF if you want to print/email the data, export as HTML to view data in your browser, use RSS feed to subscribe to changes in the data or javascript based JSON feed, use CSV, TSV formats when required.
To export your data to different formats,
- Click on Export option displayed on the top-right corner of the view header, in Live mode.
- Select File Download tab and click on the required format to download the file.
- Select Feed URL tab to get the URL of the required export format. The Feed URL tab is supported only for paid and trial versions.
Supported Export formats
Spreadsheet: Data can be viewed in Microsoft Excel, Openoffice, Spreadsheet and Zohosheet.
HTML Document: Data can be opened in internet browsers like Internet Explorer, Firefox, Safari etc.
PDF Document: Portable Document format is a printer-friendly document format supported by Adobe Reader, Foxit Reader, PDF XChange, etc. Currently ZOHO Creator supports PDF rendering for List views and HTML views only.
RSS Feed: XML-based format for allowing people to subscribe to changes in the data. Supported by Bloglines, Google Reader, Netvibes, etc.,
The RSS feed is automatically updated. Once you copy the link and submit it in a RSS feed reader you will be able to see the latest 25 records submitted. To see the entire records, add complete=true at end of the link. If your view is private, use the Enable Private Permalink option in the Export dialog, to get the private link. You will get a link in the following format:
http://creator.zoho.com/<application_owner_name>/rss/<view_number>/<encrypted code>
Include complete=true as given below:
http://creatorexport.zoho.com/<application_owner_name>/rss/<view_number>/<encrypted code>/complete=true
The frequency with which the RSS feed is updated depends on the Feed reader used and how often the feed reader is configured to fetch the updates from the form/view. We have performed some tests on various Feed Readers and the update time varied from one to another. On an average the RSS update time limit varies between 5-10 minutes.
JSON Feed: A javascript-based, lightweight data exchange format.
CSV Feed: This format is used for exchanging data between various spreadsheet programs.
TSV Feed: Flat-file format commonly used for inter-application data transfer.
Export only the records that are limited by searching or filtering
You can export only the records that are limited by searching or filtering. Whenever you have filtered/searched records in the view, Zoho Creator automatically displays the Filtered Records / All Records to download ‘All Records’ or ‘Filtered Records’, as shown in the screen-shot given below.
Export HTML view to PDF
You can Show or Hide the PDF export option in your HTML view by selecting More Actions --> Header Option from the HTML view header, in Edit mode. To learn more about the URL formats to export HTML view to PDF refer the topic Functionality based URLs -> Convert HTML view to PDF.
