Quotation Marks caused a failed Record Import
RecTrac 3.1.10.31.00
Table of Contents
Problem
I attempted to import a CSV file using the Record Import feature in our system, the notification center said "RecordImport: Process is Complete." However, when I check for the new records, they do not exist.
Solution
First, check the audit log to gather information about the failed import.
Next, look at your .csv import file by opening it in Notepad. Check to see if you have any quotation marks, these can interfere with the import and must be removed.
Note:
If you have multiple selections in a field (i.e. Comment Code) in RecTrac you usually need to separate them with a comma. For the Record Import, you will need to use a different file format such as a tab-delimited Txt file in order to import multiple selections into a RecTrac field.
Below is an example where there are 2 comment codes needed 1234 and 4567. When viewing the csv in Notepad you can see there are quotes around the 2 comment codes. Because you have 2 comment codes you will need to open the csv in Excel and save it as a Text (Tab Delimited) (*.txt) document, then open and remove the quotation marks.
Import file header:
Activity Code,Activity Section,Activity Season,Activity Year,Long Description,Short Description,Record Status,Facility Class,Facility Location,Facility Code,Begin Date,End Date,Begin Time,End Time,Monday,Tuesday,Wednesday,Thursday,Friday,Saturday,Sunday,Max Count,Min Count,Max Waitlist,Begin Age,End Age,Aging Date,Begin Grade,End Grade,Comment Code
Comma-delimited.CSV opened in Notepad:
201001,12,Winter,2023,Swimming,Swimming,Active,Pool,IndoorPool,Pool1,12/2/2023,12/2/2023,10:00AM,11:00AM,,,,,,TRUE,,20,1,10,,,,,,"1234,4567"
Tab-delimited .TXT opened in Notepad:
201001 12 Winter 2023 Swimming Swimming Active Pool IndoorPool Pool1 12/2/2023 12/2/2023 10:00AM 11:00AM TRUE 20 1 10 "1234,4567"
Corrected Tab-delimited .TXT opened in Notepad:
201001 12 Winter 2023 Swimming Swimming Active Pool IndoorPool Pool1 12/2/2023 12/2/2023 10:00AM 11:00AM TRUE 20 1 10 1234,4567
Steps For Solution
To check the audit log for import information:
- From the RecTrac main menu, go to Audit Log Inquiry.
- Using the DataGrid Log Date filter, narrow the results by the date you ran the failed import.
- Using the DataGrid Source filter, narrow the results by RecordImport.
- Once you locate your import audit log record, scroll over to see the Create Count, Bad Count, Dupe Count, Update Count, and Bad Fee Count.
Use this information to confirm that the imported activity sections were not created properly.
To check for quotation marks in csv:
- Open the .csv file in Notepad.
- Find any quotation marks.
- Delete the quotation marks.
- Save the file.
Attempt to Import into RecTrac again.
To import with multiple selections in one area (comment codes):
- Save the .csv file as a Text (Tab Delimited) (*.txt) file using Excel.
- Open the .txt file in Notepad.
- Find any quotation marks.
- Delete the quotation marks.
- Save the file.
Attempt to Import into RecTrac again.