Reports Help - Uploading Data from CSV Files - GUI Mode

Uploading Data from CSV Files - GUI Mode

Upload Tool can be invoked using Command line mode (console mode) or with a user interface (GUI). GUI mode can be useful if you are not much familiar with the command line interface. In this section, we will discuss how to set up this tool for batch upload of CSV data with a user interface.

Note:

The Upload tool will be useful, when you need to upload more than 500,000 rows or whose file size is greater than 50 MB (these import size limits are applicable when you use the Zoho Reports web user interface). This tool splits the data in the CSV file into batches and uploads it to Zoho Reports, making it much more resilient to intermittent Internet connectivity outages or slow connections

Uploading Data

Steps for running the CSV upload tool in GUI mode.

  • Step 1: Ensure that you have already created the database in Zoho Reports account into which the data is to be uploaded. To know how to create a database, click here.
  • Step 2: Configure the proxy settings and the required Import settings in the common_params.conf file. Read more about these settings from Proxy Settings and Import Settings sections. 
  • Step 3: Invoke the CSVUploadGUI.sh (for Linux/Mac) or CSVUploadGUI.bat (for Windows) file under <Tools_Home>bin directory. The CSV Upload Utility dialog will open. 
  • Step 4: Provide the required inputs in the GUI as shown below.

  • Step 5: Click the Upload button.
  • All your data from the CSV file will get uploaded to the specified table and in Zoho Reports database.

The following table contains the parameters that are to be specified in the GUI above.

Parameter NameDescription
FileSpecify the complete path of the CSV file from which data is to be uploaded.
Database NameSpecify the name of the database in the Zoho Reports account into which the CSV file's data is to be uploaded. Ensure that the database is already available in Zoho Reports. In case the database does not exist, create a blank database with the same name in your Zoho Reports account. To know how to create a database,click here
Table Name

Specify the name of the database table into which the CSV file's data is to be uploaded. Ensure that the specified table with similar column structure is already created in the Zoho Reports Reporting Database.

In case the table does not exist, then you can set the Upload Tool to create the table and then upload the data into this table using the ZOHO_CREATE_TABLE parameter available in common_params.conf file. Refer to the Configure Import Settings section to know more about the ZOHO_CREATE_TABLE parameter.

User Name

Specify your Zoho Reports account login name.

Note:

If you have registered in Zoho Reports using other login such as Google Apps, Gmail, Facebook & Yahoo, then you cannot use these credentials to upload data using Upload Tool. In this case you need to generate a Zoho Username and Password to upload data. To know how to generate Zoho User credential, click here.
PasswordSpecify the Zoho Reports account password.
Import TypeChoose one of the following three options as the Import Type
  • Add at the end - The data in the CSV file will be added (appended) at the end of the table.
  • Delete existing and add - All existing rows in the table will be deleted and then the data in the CSV file will be added.
  • Add, replace if already exists- Existing rows that are modified will be updated and new rows will be appended at the end of the table. (In this case ensure you provide the appropriate input for the field Columns to match described below).
Columns to matchThis is applicable only when the Import type is set to Add, replace if already exists. Specify column ( or a combination of columns) whose value will uniquely identify each record in that table. If the record already exists in the table then it will be replaced with the new values in the CSV file being uploaded.  Otherwise the data will be added at the end of the table.

Note:

  • The last uploaded details will be logged under <Tool_Home>/logs/csvupload_serverout.txt file.

Zoho Reports Upload Tool provides more advanced settings that can be configured while uploading data from CSV files. You can learn about these import settings in the following section.

Configure Import Settings

The configuration file common_params.conf in the   /conf directory provides parameters that Upload Tool uses while uploading data. These settings help Zoho Reports properly understand the data being imported.

The following table lists the import parameters that can be configured in the common_params.conf file for uploading data from CSV files using the GUI mode. 

Note :

You will not find all the below given parameters present in the configuration file (except mandatory ones). In case you do not find them, add them into the file and provide the required value as specified below. 
ParameterPossible ValuesDescription
ZOHO_CREATE_TABLE
  • True
  • False

Optional
This parameter specifies whether to create the table or throw error, if the specified table does not exist in the database.

  • True - New table will be created in the specified database with the said name and then the data will be imported. In case the table already exists in the database, then the data will be imported into it. 
  • False - The data will be imported into the specified table. In case the table does not exist in the specified database then it throws an error.

Default value is false.

LINES_TO_SEND 
  • True
  • False

Optional 
Upload Tool splits the CSV file into batches for uploading. This parameter specifies the number of row for each batch.
Default value is 5000.

ZOHO_FIRST_ROW_HEADER 

Optional
This parameter specifies whether the first row of the CSV file is the column header or not. 

  • True - First row contains the column header names.
  • False - First row does not contain the column headers. In this case it is mandatory to specify the column header names for the parameter ZOHO_COLUMN_HEADER_NAMES (described next).

Default is true.

ZOHO_COLUMN_HEADER_NAMESColumn Names with comma separator

This parameter is mandatory when the ZOHO_FIRST_ROW_HEADER is set to false
Specify the column headers/names in the same order as the data exists in the CSV file. The column names provided here will be considered as the header of the CSV file.

ZOHO_DATE_FORMAT

Format of the date.
E.g., 
ZOHO_DATE_FORMAT=dd-MMM-yyyy

Note: 

The above example indicates a date in the format 10-Nov-2013. Ensure you provide the appropriate notation to match your date format.

Optional 

In case you are using a custom date format, in the data being uploaded, other than the default date format in Zoho Reports, then you can use this parameter to specify the date format. Refer to the following link to know how to construct date format string. 
http://reports.zoho.com/import/ImportHelp.jsp

ZOHO_AUTO_IDENTIFY
  • True
  • False

This parameter specifies whether the tool should automatically identify the delimiter or not.

  • True -The tool will automatically identify the delimiter (ZOHO_DELIMITER parameter) and text qualifier (ZOHO_QUOTED parameter) in the CSV file that is being imported.  By default this will be set to true.   
  • False - You need to specify the delimiter and text qualifier explicitly. 
In case this parameter is set to false, then you need to specify the delimiter and text qualifier usin the parameters in the table below.
ZOHO_SKIPTOP 

Optional
This parameter specifies the number of top rows that are to be skipped in the CSV file being imported.

ZOHO_THOUSAND_SEPARATOR
  • 0
  • 1
  • 2
  • 3

Optional

This parameter specifies the thousand separator for the numeric data.
The following is the list of parameter values and the corresponding thousand separator.

  • 0 - COMMA
  • 1 - DOT
  • 2 - SPACE
  • 3 - SINGLE QUOTE

Default is 0.

ZOHO_DECIMAL_SEPARATOR
  • 0
  • 1

Optional

This parameter specifies the decimal separator for the numeric data.

The following is the list of parameter values and the corresponding decimal separator.

  • 0 - DOT
  • 1 - COMMA

Default value is0.

ZOHO_FILE_ENCODING
  • UTF-8
  • UTF-16
  • GB18030
  • Shift_JIS

Optional 
This parameter specifies the File Encoding Format of the input file.

Default value is UTF-8.

ZOHO_REMOVE_BOM
  • True
  • False

Optional
If you are uploading a CSV file which contains Byte Order Mark (BOM), then you can use this parameter to identify and remove BOM Characters.

Set this to true, the tool will identify the BOM and remove the BOM from the file. You can also specify the BOM type (UTF-16LE,UTF-16BE), if you know the type.

ZOHO_CANOVERRIDE
  • True
  • False

Optional 

In case another import is triggered for the same table when this import is in process, then you can use this parameter to specify whether this import  process can override the other import running.  

  • True- The tool will stop the current import process and overwrite the table with new import.
  • False- The tool will not disturb the current import process and will cancel the new import request.

Default value is false.

ZOHO_ON_IMPORT_ERROR
  • ABORT
  • SKIPROW
  • SETCOLUMNEMPTY

This parameter controls the action to be taken in case there is an error during import.

  • ABORT - In case of any error, the import will be aborted.
  • SKIPROW - In case of any error,the specific row(s) in which error occurred will be skipped and then continue importing the rest of the data.
  • SETCOLUMNEMPTY - In case of any error, the value of the specific cell(s) in which error occurred will be set to empty and then continue importing the rest of the data. 

Default value is SETCOLUMNEMPTY

Setting Delimiter

The following table lists the parameters that need to be configured to set the delimiter when ZOHO_AUTO_IDENTIFY is set to false.

ParameterPossible ValuesDescription
ZOHO_COMMENTCHAR 

Comment Character.

The CSV row will be skipped, If the comment character is found at the beginning of the row.
Example: ZOHO_COMMENTCHAR=$

The above will skip the rows starting with $ character while importing.  

ZOHO_DELIMITER
  • 0
  • 1
  • 2
  • 3
Specifies the delimiter which separates the values in the file. The following is the list of parameter values and the corresponding delimiter:
  • 0 - COMMA
  • 1 - TAB
  • 2 - SEMICOLON
  • 3 - SPACE
ZOHO_QUOTED
  • 0
  • 1
  • 2
Specifies the Text Qualifier which surrounds string values in the CSV file, if available. The following is the list of parameter values and the corresponding text qualifier:
  • 0 - None
  • 1 - SINGLE QUOTE
  • 2 - DOUBLE QUOTE

The following screenshot illustrates the common_params.conf file showing some of the import parameters:

Viewing the Data Online

To view the data that you have uploaded

  • Login to http://reports.zoho.com.
  • Click on the corresponding Database name under My Databases.
  • Click on the corresponding table at the Left to open the table and view the uploaded data.

FAQ and Troubleshooting Tips

Frequently Asked Questions  

1. Can I upload Excel files using Upload Tool

Currently, the Upload Tool supports uploading only data in CSV (Comma Separated Value) file formats. As an alternative, you can export the Excel file into CSV file format and then upload the data.

Follow the steps below to export Excel files into CSV:

  • Open the Excel file.
  • Click File -> Save As.
  • Save the file in CSV format.
  • Now upload the newly saved CSV file using Zoho Reports Upload Tool.

2. Can I use my Yahoo / Gmail / Google Apps / Facebook user credentials to upload data using Upload Tool?

Currently, Zoho Reports Upload Tool does not support uploading data using Yahoo / Gmail / Google Apps / Facebook accounts credentials. The Upload Tool expects Zoho Username and Password to authenticate the user. So other login users need to generate a Zoho Username and Password to upload data into Zoho Reports database. 

Follow the steps below to generate a Zoho Username and Password:

  • Login into Zoho Reports using your Yahoo / Gmail / Google Apps / Facebook account credentials.
  • Click the drop-down menu displayed with your user name at the top right corner.
  • Click Account Settings menu item, this will open Zoho Accounts Profile page (You can also directly access/open this page using direct link https://accounts.zoho.com).
  • In the Home tab, click Change Password link.
  • Reset the password.

Now in Zoho Reports home page, you can find the Zoho Username at the top right corner. Use the new Zoho Username and Zoho Password in the Zoho Reports Upload Tool to upload the data into your account.

Note:

  • Generating Zoho password will not affect signing into your account using your Yahoo / Gmail / Google Apps / Facebook account.

3. How to increase / decrease the batch size for upload?

To upload the data of larger size, Zoho Reports Upload Tool splits the data and uploads as batches. The user can configure the number of rows to be sent for each batch by modifying the LINES_TO_SEND parameter in the common_params.conf file. By default this will be set to 5000.

Follow the steps given below to specify the batch size:

  • Open /conf/common_params.conf file.
  • Set the LINES_TO_SEND parameter to the number of lines you want to upload in each batch as given below.
LINES_TO_SEND=<number of rows to be uploaded in a batch>

Example 

LINES_TO_SEND=7000
  • Save the configuration file and start uploading the data. 

Note:

  • It is mandatory that the each batch size should not exceed 20 MB or 100,000 records.

4. Can I allow the shared user to upload the data into my table?

Yes, you can allow your shared users to upload data into your tables using Upload Tool. Follow the steps given below to do this.

Steps to be followed by you who is the Admin or Database Owner

  • Login into database owner's account.
  • Share the table, in which you want to allow your shared user to upload data, with Import Permission.
  • For more details, refer to this FAQ section.

Steps to be followed by the shared user:

  • Open /conf/common_params.conf file.
  • Add the DBOWNERNAME parameter and set this to Database Owner's Zoho Reports Email id or User name

Example:

 DBOWNERNAME=patriciab
  • Save the configuration file.
  • Start uploading the data using the shared user's Zoho Reports credentials.

Troubleshooting Tips

Problem 1: I get "The host did not accept the connection within timeout of 15000 ms" while trying to upload data using Upload Tool. How to solve it?

Solution: This could be because of improper proxy server settings. If you are connecting the Internet through a proxy server, ensure that you have configured the correct proxy server details in the common_params.conf file. For more details, refer to the Setup: Common Settings and Proxy Configuration section.

Problem 2: I get an error message as ‘out of memory’ while trying to upload the file. How can I solve this error?

Solution: This could be because, the default memory allocated  to the Java Virtual Machine (which executes the Upload tool)  in your machine was not sufficient to import a large file using our Upload Too. Hence it throws the "Out of Memory". Follow the given steps to resolve this issue:

  • Open the file setEnv.bat / setEnv.sh available in the directory <Upload_Tool_Home>/bin
  • Add the property -Xmx1024 at the end of the variable JAVA_OPTS as below:
    Windows: set JAVA_OPTS=%JAVA_OPTS% -XX:NewSize=48M -Xmx1024M
    Linux/Mac: export JAVA_OPTS=$JAVA_OPTS -XX:NewSize=48M -Xmx1024M
  • Save the file and start the upload process.

Problem 3: I get "Error!!! Sorry, you cannot upload files that exceed 50MB in size" while uploading data using Upload Tool. How to overcome this?

Solution: To upload the data of larger size, Zoho Reports Upload Tool splits the data and uploads them as batches. It is important that the batch size should not exceed 20 MB or 100,000 records per batch. You can increase or decrease the lines/records to send for each batch in common_params.conf file. 

Follow the steps given below to set the lines to be uploaded in a batch:

  • Open <Tool_Home>/conf/common_params.conf file
  • Change the parameter LINES_TO_SEND=<no_of_lines>
  • Save the configuration file and start uploading the data

For more details, refer to #Q3.

Problem 4: I get an error message as "Another import is in progress in this table started by the user 'User name' at 'time of import'." How to overcome this?

Solution: You will get the above message when more than one import process is running on the same table at the same time. Ensure that no other user is importing into the same table before initiating the progress.

Problem 5: I get a message as "ZOHO_MATCHING_COLUMNS is not present in the request parameters list". How to solve it?

Solution: You will get the above error message when you have set the import type to UPDATEADD and have not specified any value for the ZOHO_MATCHING_COLUMNS parameter. This parameter is mandatory when the ZOHO_IMPORT_TYPE is set to UPDATEADD. Set this parameter to column names based on which the existing records in the table need to be matched. If the record already exists in the table then it will be replaced with the new values in the uploaded CSV file.  Remaining rows will be added at the end of the table. 

Note:

  • It is recommended to set columns with unique values as matching column.

Problem 6: I get "Error!!! Column "Column_Name" is present in match columns but not in selected columns" while uploading data. How to overcome this?

Solution: You will get the above error when the column specified for the ZOHO_MATCHING_COLUMNS parameter is not available in the table. When you have set Import Type to UPDATEADD, it is mandatory to specify matching column. These columns will be used to check whether a record already exist in the table. Ensure that you have specified a valid column name for matching column before uploading data to avoid failure. 

Problem 7: I get error /ZohoReports/UploadTool/bin/UploadFromDB.sh: line 15: java: command not found. 

Solution : This error occurs when UploadFromDB.sh/bat file is executed from folder other than <Tool_Home>/bin/. Use the following method to execute the UploadFromDB.sh/bat file:

  • Go to the tool home by executing the below command:
cd /<tool_path>/ZohoReports/UploadTool/bin/
  • where <tool_path> is  the Upload Tool installed location.
  • From the <Tool_Home>/bin folder, run the executable file by executing the below command:

For Linux/Mac: UploadFromDB.sh <username> <password>
For Windows: UploadFromDB.bat  <username> <password>

Problem 8: I get an error message as "Maximum Concurrent User Tickets Limit Exceeded". How to solve this?

Solution: When you access the service a session will be created, which will be deactivated once you logout or after 7 days. If you did not logout or access the service from multiple locations then multiple active sessions will be created for your account. Zoho service restricts a user to have maximum of 20 active sessions. In case you have exceeded this limit, you will not be allowed the access the service. To overcome this you need to close the active sessions.  

Follow the steps below to close the current active sessions.

  • Login to http://accounts.zoho.com with your Zoho account credentials
  • Choose the Active Session under the Home tab.
  • Remove all active sessions by clicking the close all other sessions.

Related:

Uploading data from Local (In-house) databases