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[IMP] Essentials:  Export and Import

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X-original-commit: d2497d2b14
Signed-off-by: Jessica Rogers (jero) <jero@odoo.com>
Co-authored-by: larm-odoo <121518652+larm-odoo@users.noreply.github.com>
Co-authored-by: ksc-odoo <73958186+ksc-odoo@users.noreply.github.com>
Co-authored-by: Sam Lieber (sali) <36018073+samueljlieber@users.noreply.github.com>
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70
content/applications/essentials/export_import_data.rst
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@ -2,6 +2,9 @@
Export and import data
======================
.. |list| replace:: :icon:`oi-view-list` :guilabel:`(list)` icon
.. |actions| replace:: :icon:`fa-cog` :guilabel:`Actions`
In Odoo, it is sometimes necessary to export or import data for running reports, or for data
modification. This document covers the export and import of data into and out of Odoo.
@ -20,9 +23,9 @@ can aid in reporting on activities, although, Odoo provides a precise and easy r
each available application.
With Odoo, the values can be exported from any field in any record. To do so, activate the list view
(:guilabel:`≣ (four horizontal lines)` icon), on the items that need to be exported, and then
select the records that should be exported. To select a record, tick the checkbox next to the
corresponding record. Finally, click on :guilabel:`⚙️ Action`, and then :guilabel:`Export`.
(|list|), on the items that need to be exported, then select the records that should be exported. To
select a record, tick the checkbox next to the corresponding record. Finally, click on |actions|,
then :guilabel:`Export`.
.. image:: export_import_data/list-view-export.png
:align: center
@ -36,9 +39,10 @@ several options for the data to export:
:alt: Overview of options to consider when exporting data in Odoo..
#. With the :guilabel:`I want to update data (import-compatable export)` option ticked, the system
only shows the fields that can be imported. This is helpful in the case where the existing
records need to be updated. This works like a filter. Leaving the box unticked, gives many more
field options because it shows all the fields, not just the ones that can be imported.
only shows the fields that can be imported. This is helpful in the case where the :ref:`existing
records need to be updated <essentials/update-data>`. This works like a filter. Leaving the box
unticked, gives many more field options because it shows all the fields, not just the ones that
can be imported.
#. When exporting, there is the option to export in two formats: `.csv` and `.xls`. With `.csv`,
items are separated by a comma, while `.xls` holds information about all the worksheets in a
file, including both content and formatting.
@ -70,7 +74,8 @@ Import data into Odoo
=====================
Importing data into Odoo is extremely helpful during implementation, or in times where data needs to
be updated in bulk. The following documentation covers how to import data into an Odoo database.
be :ref:`updated in bulk <essentials/update-data>`. The following documentation covers how to import
data into an Odoo database.
.. warning::
Imports are permanent and **cannot** be undone. However, it is possible to use filters (`created
@ -158,6 +163,9 @@ Once the template is downloaded, proceed to follow these steps:
using the fields that should be imported. This way, if there is not a sample import template,
the names are accurate.
.. _essentials/external-id:
Import from another application
-------------------------------
@ -166,7 +174,8 @@ from previous software to facilitate the transition to Odoo.
Setting an ID is not mandatory when importing, but it helps in many cases:
- Update imports: import the same file several times without creating duplicates.
- :ref:`Update imports <essentials/update-data>`: import the same file several times without
creating duplicates.
- :ref:`Import relation fields <export_import_data/relation-fields>`.
To recreate relationships between different records, the unique identifier from the original
@ -176,10 +185,7 @@ When another record is imported that links to the first one, use **XXX/ID** (XXX
the original unique identifier. This record can also be found using its name.
.. warning::
It should be noted that there will be a conflict if two or more records have the same name.
The :guilabel:`External ID` (ID) can also be used to update the original import, if modified data
needs to be re-imported later, therefore, it is a good practice to specify it whenever possible.
It should be noted that conflicts occur if two (or more) records have the same *External ID*.
Field missing to map column
---------------------------
@ -476,3 +482,43 @@ The two files produced are ready to be imported in Odoo without any modification
imported these two :abbr:`CSV (Comma-separated Values)` files, there are four contacts and three
companies (the first two contacts are linked to the first company). Keep in mind to first import
the companies, and then the people.
.. _essentials/update-data:
Update data in Odoo
===================
Existing data can be updated in bulk through a data import, as long as the :ref:`External ID
<essentials/external-id>` remains consistent.
Prepare data export
-------------------
To update data through an import, first navigate to the data to be updated, and select the |list| to
activate list view. On the far-left side of the list, tick the checkbox for any record to be
updated. Then, click |actions|, and select :icon:`fa-upload` :guilabel:`Export` from the drop-down
menu.
On the resulting :guilabel:`Export Data` pop-up window, tick the checkbox labeled, :guilabel:`I want
to update data (import-compatible export)`. This automatically includes the *External ID* in the
export. Additionally, it limits the :guilabel:`Fields to export` list to **only** include fields
that are able to be imported.
.. note::
The :guilabel:`External ID` field does **not** appear in the :guilabel:`Fields to export` list
unless it is manually added, but it is still included in the export. However, if the :guilabel:`I
want to update data (import-compatible export)` checkbox is ticked, it is included in the export.
Select the required fields to be included in the export using the :ref:`options <export-data>` on
the pop-up window, then click :guilabel:`Export`.
Import updated data
-------------------
After exporting, make any necessary changes to the data file. When the file is ready, it can be
:ref:`imported <import-data>` by following the same process as a normal data import.
.. danger::
When updating data, it is extremely important that the *External ID* remain consistent, as
this is how the system identifies a record. If an ID is altered, or removed, the system may add a
duplicate record, instead of updating the existing one.