Import and Export

Import and Export

Importing data from excel sheet into a form in Zoho People

Follow the steps given below to import data into a form:

  • From your home page, go to the respective form
  • Click the ellipsis icon at the right corner of the page and click Import

  • Upload the file to be imported and click 'Next'
  • Map the details, confirm mapping and handle duplicates if any

Exporting data from a form

Follow the steps given below to export data from a form:

  • From your home page, go tothe respective form
  • Click the ellipsis icon at the right corner of the page and click Export
  • Select the format in which the export needs to be done
  • Check the box to include tabular section data and click Export

Exporting files and images

It is possible to export certain files such as a supporting document or an image such as your photo.

For example, if you would like to export files and images from your employee form you can do so by following these steps:

  • Go to the respective form. In this case go to the Employee form by clicking, Organization > Employee >Click on ellipsis icon

  • Select the desired view from the drop-down. The export is dependent on the records and fields that get displayed in the particular view selected.
  • Select Export as either xlsx,xls,csv,tsv format
  • Select 'Include files and images' option

  • Click 'Export'

You will receive a mail containing links to download the exported records, files and images in a .zip file'

Enabling password protection for exporting files

You can protect forms containing sensitive data like salary details, performance appraisal reports etc, with a password during the export process. The exported file can be opened only with the password and hence ensures secure and private exporting of data. Apart from setting export permissions, (Under Form Permissions), setting a password ensures a further level of protection for the data in a form.

Let us consider this use case for a better understanding. Let's suppose that you would like to export the salary details of my employees from Zoho People. How do I export it securely

You can protect forms containing sensitive data like salary details, performance appraisal reports etc, with a password during the export process. The exported file can be opened only with the password and hence ensures secure and private exporting of data. Apart from setting export permissions, (Under Form Permissions), setting a password ensures a further level of protection for the data in a form.

Follow the steps given below to do this.

  • From your homepage, click on Settings(gear icon) > Forms and Tabs > Forms
  • Select the form, for which you would like to enable password protection, in this case, the 'Salary' form

 Tip: Click here to know how to create a form.


 

  • Under Form Properties > General Configuration > Click on 'Enable password protection'

Now any export made from the form will be done in .xlsx format, protected with a password to open the file.

Now, to export salary data,

  • From your Home > go to Compensation > Salary
  • Click on the ellipsis icon near the filter > Export

Note: Permissions should be configured for users to be able to export data. Click here to know how.

  • Click 'Export'

The file will be exported with data. To open this file, you will be asked to type in a password, which will be sent to you via mail.

Note:

  1. Configuring password to open exported file is available only for files of format .xlsx.
  2. The password to open the exported file will be sent to the User's mail address, used for his/her Zoho People account.
  3. It is advised to reset the password, once you open the exported file with it.
  4. If there are tabular columns in the form, and you have included tabular columns as part of the export, then the export will be done in zip format. For eg., if you have two tabular columns in the form, then the Zip file will have three separate files, one for each tabular column and the third file for the rest of the fields

Now you have exported sensitive data, that can be opened only with a password, sent to the administrator.

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