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Bulk data import

Bulk import allows you to register several records at once from a spreadsheet (CSV/XLSX/ODS). Optionally, you can also upload a .zip file with media (digital surrogates) to associate with the records.

Who can do it

  • Place Admin: submits bulk imports within the allowed scope.
  • Technical staff: can run the import when they have permission for the Place.

Where import appears

Bulk import appears as a button on the detail page of the parent component.

In Farinha:

  • In Fonds: bulk import appears in Series and Subseries.
  • In Collections: bulk import appears in Series and Subseries.

How to import (step by step)

  1. Open the parent component page (for example, a Series).
  2. Click “Import … in bulk”.
  3. Download one of the templates (ODS/CSV/XLSX) and fill it in.
  4. Upload the completed file.
  5. (Optional) Also upload a .zip file with the media.
  6. Click “Submit for processing…”.

Important note:

  • Processing happens asynchronously. You will not see the result immediately after submitting.
  • You will receive e-mails at the beginning and end of processing, with a summary of what was registered and what failed.

Bulk import form with templates and upload fields for spreadsheet and media

Download a template, upload the completed spreadsheet, and, if needed, include a .zip file with media.

File rules (spreadsheet)

  • Accepted formats: .csv, .xlsx, .ods
  • The first row of the template is only a visual guide.
  • The actual headers are in the second row. Do not rename or remove columns from the template.
  • Limit: up to 100,000 records per file.

Media through a .zip file

If you upload media, they must be compressed in a .zip file.

Essential rules:

  • Each spreadsheet row references files in the .zip by the exact name in the “Media Files” column.
  • The “Media Type” column defines the expected format in “Media Files”.
  • Values are separated by semicolons (;).

Patterns by type:

  • Single Image: Image Title;File name
  • Double Image: Image Title;Front file name;Back file name
  • Album: Album Title;File position 1;File title 1;File name 1;File position 2;File title 2;File name 2;...
  • Audio: Audio Title;File name
  • Video: Video Title;File name

Common problems

  • “Unsupported file format”: upload only CSV, XLSX, or ODS.
  • “The file is empty”: check that there is at least one data row.
  • “The file exceeds the limit”: split it into more than one file.
  • “Missing headers”: use the template and do not rename columns.
  • Media not associated: check whether the file names in the .zip match exactly what is in the “Media Files” column.