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Set Up an Autoloader for a UTA/Module

Updated

An autoloader imports and updates UTA/module records from a CSV (comma-separated values) file uploaded to a designated SmartFolder. Uploading a file to the folder automatically triggers the autoloader, which can create new records, update matching records, and start workflows.

Who: Global administrators

When to Use Autoloaders for UTAs/Modules

Use autoloaders for UTAs/modules when:

  • Creating multiple Level 1 records at once by importing data from an external file.
  • Migrating records into SmartSimple from another system.
  • Updating existing records in bulk using an external data source.

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Create a Configuration SmartFolder

The autoloader processes files uploaded to a designated SmartFolder. A separate folder for each autoloader prevents unauthorized access or accidental uploads. 

To create a configuration SmartFolder:

  1. Click the Menu icon in the upper navigation bar, and then select SmartFolders from the Tools drop-down menu. 
  2. Click the New Folder [+] button.
  3. Click the Name field and enter a name for the SmartFolder.
    • It is recommended to select a name that matches your UTA/module.
  4. Click the Permissions & Availability tab.
  5. Select the relevant permissions from the drop-down menus for the SmartFolder, and click Save.

    • It is recommended that permissions be granted to the relevant UTA/module manager. 

       

IMPORTANT  Creating a dedicated folder for each autoloader and setting permissions prevents unauthorized file uploads. Any file placed in the folder will trigger the autoloader, which can modify records and start workflows.

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Configure the Autoloader

Configuring the autoloader defines the SmartFolder it monitors and the UTA/module it updates. 

To configure the autoloader:

  1. Click the System Administration gear in the upper navigation bar, and then select Autoloaders from the drop-down menu. 
  2. Click the New Autoloader [+] button.
  3. Click the Loader Name field, and enter a name.
  4. Click the Processing Folder field, click the Lookup [binoculars] button, and select the relevant SmartFolder. 
    • If the folder is not available, verify that it was created under the Configuration Folders tab with the Autoloader/Export Storage type.
  5. Click the File Type field, and select CSV, Text from the drop-down menu.
  6. Click the Record Type field, and select the relevant UTA/module from the drop-down menu.
  7. Toggle Activate on.
  8. Click the File Layout tab.
  9. Click the Number of Columns field, and select the appropriate number from the drop-down menu. 
  10. Optionally, click the Ignore Lines field, and enter 1 to skip the header row if you have one in your CSV file.
  11. Click Save.

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Set Up Column Mapping in the Autoloader

Column mapping connects each column in the CSV file to a field in the UTA/module. The Table Header value must match the column header in the CSV file exactly. 

To set up column mapping in the autoloader:

  1. Click the System Administration gear in the upper navigation bar, and then select Autoloaders from the drop-down menu. 
  2. Click the edit [pencil] icon to edit the relevant autoloader.
  3. Click the File Layout tab.
  4. Locate the Column Mapping section, click the row 1 Table Header field, and enter the name of the table header in your CSV file.
  5. Click the row 1 Field and select the corresponding field to the table header from the drop-down menu.
  6. Enter the Table Headers and Fields to the remaining rows, and click Save.
  7. Click the Process tab.
  8. Locate the Create / Update Options section, then locate the Create/Update Behavior field, and select Update matching records and create new records if no match is found.
NOTE  The column headers in your CSV file must match the Table Header values in the column mapping exactly, including spacing and capitalization.

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Test the Autoloader

The Ad Hoc Upload option tests the autoloader with a sample CSV file before scheduling automated processing. 

To test the autoloader:

  1.  Prepare a sample CSV file with the correct column headers and a few rows of test data.
  2. Click the System Administration gear in the upper navigation bar, and then select Autoloaders from the drop-down menu. 
  3. Click the edit [pencil] icon to edit the relevant autoloader.
  4. Click the Process tab.
  5. Locate the Ad Hoc Upload section, click Ad Hoc Upload URL, and select your CSV file. 
  6. Click Open.
  7. Click the Upload [up arrow] button.
    • Review the data preview. 
  8. Click Add to SmartFolder and Autoloader queue.
  9. Close the modal window.
NOTE  The system may take up to 10 minutes to process the file and create records. Monitor the History tab to verify when processing is complete. A processing log is also available in the configuration SmartFolder.
NOTE  If the autoloader does not run, verify that the Activate toggle is on in the General tab.
NOTE  If imported records are missing data, check that the text in your CSV file matches the column mapping and the field option values in your system.

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