Bulk Data Management Overview

The addition of Bulk Data Management will allow our users to:

• Upload new collection/collections or add unit/units to an existing collection
• Edit existing collections
• Delete existing

The process for each part of the Bulk Data Management will be dealt with in the pages following, however this is an overview of each process named above. 

Uploading New Collections or Adding Units 

1. User downloads the template
2. User enters their data into the template
3. You save the template with the name of the collection and then upload the CSV file
4. The system checks / organises by Collection / Unit and displays back on screen
5. System rejects any incomplete records and offers options
   • Cancel complete upload
   • Complete upload and offer for download rejected records only, for correction
6. Records are then processed

Please Note: You cannot upload an image file through this process

Please Note: To upload new units to an existing collection, use the original template with the new units only in the template

Edit Existing 

1. User chooses a collection from a drop down list.
2. Downloads the existing collection from system as CSV file
3. Data records are given unique numbers which identify the records within a users account 
4. User Edits collection data
5. System checks / organises by Collection / Unit and displays back on screen
6. System rejects any incomplete / incorrect records and offers option
   1. Cancel complete upload
   2. Complete upload and offer for download rejected records only, for correction
7. If any unique numbers don’t match etc (i.e. have been incorrectly edited, then the whole update is rejected
8. Records are processed

 Please note: You cannot add new units here, you can only edit the existing records present in the file.

 Delete Existing

1. User Downloads Existing Data from System as CSV
2. Extra column provided with a Delete Flag
3. User fills in any units that are marked for deletion with Y to indicate the record is to be deleted
4. If any unique numbers don’t match etc (i.e. have been incorrectly edited, then whole update rejected)
5. Records processed