Import / Export Data

Q: How do I export a table to Excel?

Open "Import/Export Data" from the table and, in the "Export data" section, click "Export Excel" . An .xlsx file is downloaded with the current data in its original format.

Q: What is the "Export Template for Import" button for?

It downloads an empty Excel file with the correct columns for importing. You use it as a mould: fill in your rows following that format and then upload it with "Import from Excel" . That way you make sure the columns match.

Q: I do not have any records yet and the import template came out empty / without columns. How do I get the mould?

This is already solved: "Export Template for Import" generates the Excel file with the correct headers even when there are no records . Download it, fill in the rows leaving the id column empty (to create new records) and upload it with "Import from Excel" .

Q: I do not want to export the whole table, only some rows. How do I do that?

Apply the table filters (status, dates, search box, etc.) before opening the window. The export — including the template — takes the rows of the table exactly as you have it at that moment, it no longer dumps the whole database. Adjust the filters on the screen and then export.

Q: How do I import data from an Excel file?

In the "Import data" section click "Select file" , choose your .xlsx, and then "Import from Excel" . Confirm the prompt "Confirm the data import?" and wait for the "Import progress" to finish.

Q: The "Import from Excel" button is greyed out and I cannot click it. Why?

It is disabled until you select a file. Click "Select file" first and choose an .xlsx; it will then become active.

Q: Which file format does the import accept?

Only Excel with the .xlsx extension, as the notice "Supported format: .xlsx" says. Other formats (.xls, .csv) are not accepted.

Q: How do I leave a field starting with "id " empty?

Write NULL (in capitals) in that cell of the Excel file. The id\ fields are relations to other tables; putting NULL leaves them with no value in the database. Leaving the cell blank is not always the same as NULL .

Q: Why does the import go in stages instead of all at once?

The data is loaded in batches of 50 records so as not to overload the server. The "Import progress" indicator (hourglass icon) shows the percentage and how many records have been processed.

Import and export data from any CotizaPrint table in Excel (.xlsx): download the contents, correct them outside the system and upload them back in.

What it is

A utility available across the whole system to export the contents of any table to Excel and to import data from an Excel file (.xlsx). It opens as a window (modal) titled "Import/Export Data" from the tables in the app.

It lets you take your data out to an Excel file, download a template with the correct format, fill it in and upload it again to create or update records in bulk.

What it is for

Taking listings out to Excel for outside analysis or to share with third parties.
Downloading a template with the right columns before preparing an import.
Loading many records at once from an Excel file (bulk creation).
Updating existing records in bulk without opening them one by one.

How to use it

Exporting

In the table, open "Import/Export Data".
In the "Export data" section click "Export Excel" to download the current data, or "Export Template for Import" if you only want the empty format.
The .xlsx file is downloaded.

Importing

In the "Import data" section click "Select file" and choose your .xlsx from disk.
The button label changes to the name of the file you chose.
Click "Import from Excel".
Confirm the prompt "Confirm the data import?".
Follow the progress in "Import progress" and check the "Results:" list when it finishes.

Buttons and actions — what each one is for

The literal text as it appears in the "Import/Export Data" window.

Button / Control (text on screen)	What it is for
Import/Export Data	Title of the window that brings together all the export and import functions.
Export data	Heading of the export section (download icon). It groups the two download buttons. The rows exported are the ones in the table exactly as you have it now, with whatever filters you have applied.
Export Excel	Downloads the current data of the table to an Excel file (.xlsx) keeping the original format. It only includes the rows visible under the filters you have set on the table.
Export Template for Import	Downloads an Excel template with the right structure and columns, ready for you to fill in before importing. It respects the active filters on the table (status, dates, etc.) instead of dumping the whole database. If there is no specific template, it uses the same format as a normal export.
Import data	Heading of the import section (upload icon). It groups the file selector and the import button.
Select file	Opens the browser dialogue to choose an .xlsx from disk (attach_file icon). Once chosen, the button shows the name of the selected file.
Supported format: .xlsx	Help notice: only Excel files with the .xlsx extension are accepted.
Import from Excel	Starts the import. It first asks for confirmation ("Confirm the data import?") and then uploads the records in batches of 50. It is disabled until a file has been selected.
Import progress	Indicator shown during the upload (hourglass_bottom icon, an hourglass). It shows the percentage completed and how many records have been processed.
Results:	List of messages with the outcome of each operation once it finishes: records created, updated or deleted.

Key concepts

Import/Export Data: the shared window that brings both functions together; it opens from the tables in the system.
Export Excel: generating and downloading an .xlsx file with the current data of the table, keeping the original layout.
Export Template for Import (import template): an Excel file with the expected structure (valid columns) that serves as a mould for preparing your data before importing.
Import data: loading records from an Excel file into the system. Each row is inserted or updated according to its id field.
id (identity field): the unique identifier of each record. If the row has an id with a value, the existing record is updated; if the id is empty or missing, a new record is created.
id\_ fields: columns whose name starts with id_ are relations to other tables (for example id_cliente). To leave them empty on purpose, write NULL in the cell.
NULL: the literal text NULL in a cell is read as "no value" (empty in the database). It is mostly useful in the id_ fields.
Import batches (batches of 50): the data is uploaded in groups of 50 records so as not to overload the server. Progress is shown in real time in "Import progress".
Results: the final summary of what happened with each row (created, updated or deleted).

Features by plan / role

TRY / STD / PRO / FULL: the window is available on every plan.
Role permissions:
Exporting requires the allow_Export permission.
Importing requires the allow_Import permission.
If your user does not have the matching permission, that section is either hidden or shown as blocked.

Frequently asked questions

Q: How do I export a table to Excel?

A: Open "Import/Export Data" from the table and, in the "Export data" section, click "Export Excel". An .xlsx file is downloaded with the current data in its original format.

Q: What is the "Export Template for Import" button for?

A: It downloads an empty Excel file with the correct columns for importing. You use it as a mould: fill in your rows following that format and then upload it with "Import from Excel". That way you make sure the columns match.

Q: I do not have any records yet and the import template came out empty / without columns. How do I get the mould?

A: This is already solved: "Export Template for Import" generates the Excel file with the correct headers even when there are no records. Download it, fill in the rows leaving the id column empty (to create new records) and upload it with "Import from Excel".

Q: I do not want to export the whole table, only some rows. How do I do that?

A: Apply the table filters (status, dates, search box, etc.) before opening the window. The export — including the template — takes the rows of the table exactly as you have it at that moment, it no longer dumps the whole database. Adjust the filters on the screen and then export.

Q: How do I import data from an Excel file?

A: In the "Import data" section click "Select file", choose your .xlsx, and then "Import from Excel". Confirm the prompt "Confirm the data import?" and wait for the "Import progress" to finish.

Q: The "Import from Excel" button is greyed out and I cannot click it. Why?

A: It is disabled until you select a file. Click "Select file" first and choose an .xlsx; it will then become active.

Q: Which file format does the import accept?

A: Only Excel with the .xlsx extension, as the notice "Supported format: .xlsx" says. Other formats (.xls, .csv) are not accepted.

Q: Does the import create new records or update the ones I already have?

A: It depends on the id field of each row. If the row carries an id with a value, it updates the existing record with that id. If the id is empty, it creates a new record. That is why, if you export, edit and import again keeping the ids, the records are updated instead of duplicated.

Q: How do I leave a field starting with "id_" empty?

A: Write NULL (in capitals) in that cell of the Excel file. The id\_ fields are relations to other tables; putting NULL leaves them with no value in the database. Leaving the cell blank is not always the same as NULL.

Q: Why does the import go in stages instead of all at once?

A: The data is loaded in batches of 50 records so as not to overload the server. The "Import progress" indicator (hourglass icon) shows the percentage and how many records have been processed.

Q: Where do I see what happened with each row after importing?

A: In the "Results:" list that appears when it finishes. It shows one message per operation saying whether the record was created, updated or deleted.

Q: Why can I not see the export section (or the import one)?

A: It is a matter of permissions. Exporting needs the allow_Export permission and importing needs the allow_Import permission. If your role does not have them, that section is not shown. Ask your administrator for them.

Q: I imported customers, it says they were imported correctly, but then they do not appear.

A: The usual cause is the id column: to create new customers you have to leave the id column empty. If you bring ids that do not exist or that clash, the row is not created properly. Use Export Template for Import as a mould, leave id empty and upload it again. If you get an error about an empty id, check that it is the id column (not an id_ one) and that it really is empty.

Q: I have a lot of customers (hundreds or thousands) and the import gives me an error.

A: For large loads, pass the Excel file to your agent so that it can be imported from the back end and you avoid formatting errors. The normal import goes in batches of 50; if one batch fails, check the format of those rows in Results.