Import File Via Claravine Platform (Bulk Upload)

Follow the steps below to create a submission. You can also see in-depth learning within the Claravine Academy Resources for Users - course 103: Importing Data.

File import is a fast, scalable way to submit large volumes of data to Claravine. You can submit up to 50,000 rows at a time using a CSV or XLSX file built from a template you download directly from the platform.

When a file is imported, Claravine validates each row against the template's governance rules, assigns Pattern keys, validates URLs, and routes data to all configured output destinations.

Supported file formats: CSV and XLSX

Before You Begin

• Review the template's field requirements before building your file. Field governance set on the template must be met in your uploaded file.
• Do not delete any columns from the downloaded Template File. If a field is optional, leave the column blank rather than removing it.
• Claravine is case sensitive. List values must match exactly as configured on the template.
• The file name you save will become the Submission Name in Claravine.

How to Import a File

1. On the Datasets page, click Import on the appropriate dataset.
   
2. In the Import File modal, click Download Template File.
   
    

   • Update Keys: If your template uses Update Keys, you'll see a key icon and the corresponding field name in the upper-right corner of the Import File modal. Claravine uses this field to match imported rows to existing records.

     • If the key value matches an existing record, that row will be updated.
     • If no match is found, a new record will be created.

   • Make sure the Update Key column in your file contains accurate, consistent values. Matching is exact, including capitalization and spaces.
     

3. Open the Template File from your Downloads folder.
4. The file includes all required and optional fields from the template, with correct field names as column headers. Fields that do not require user input, such as constants, are not included.
5. Enter or paste your data into the Template File, up to 50,000 rows.
   
6. Save the file in XLSX or CSV UTF-8 format. The file name will become the Submission Name. 
   • For XLSX files, the import data must be on the first tab.
7. In the Import File modal, drag and drop your saved file or click Browse Files to select it. The file name appears once selected.
   
8. Click Upload to begin the import.
9. Click View Progress to monitor the status in the Submission menu
   
10. Files are processed in batches of 10,000 rows. The Submission Name reflects each batch range (e.g., 1-10,000, 10,001-20,000).
    

Understanding Your Import Results

Successful Import

If no errors are found, the submission shows a green checkmark and Claravine sends a confirmation email to the submitter.

Failure: Errors in the File

The import fails due to data values that do not meet template governance. Review the error details and correct the flagged values before re-uploading.
More information can be found in the Failed File Import / Bulk Upload Knowledge Base article

Want to get hands-on training on this topic, find more in-depth learning within the Claravine Academy  - Fixing a Failed File Import

Failure: Missing Fields

The import halts immediately if required columns are missing. Click Download Template File to get the correct column structure, repopulate your data, and re-upload.

Failure: Extra Fields

The import halts immediately if the file contains columns not on the template. Remove the extra columns, save the file, and re-upload.

Failure: File Type Error

Resave your file as XLSX or CSV UTF-8 and re-upload.

Related Resources

Training in Claravine Academy: Options for Importing Data

Training in Claravine Academy: Bulk Upload Data With File Import

Training in Claravine Academy: Import Files from AWS S3 or FTP

Training in Claravine Academy: Successful Imports

Training in Claravine Academy: About Failed Imports

Training in Claravine Academy: Fixing a Failed File Import