diff --git a/content/applications/essentials/export_import_data.rst b/content/applications/essentials/export_import_data.rst index c7b175851..ecf72d465 100644 --- a/content/applications/essentials/export_import_data.rst +++ b/content/applications/essentials/export_import_data.rst @@ -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 `. 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 `. 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 `: import the same file several times without + creating duplicates. - :ref:`Import 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 +` 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 ` 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 ` 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.