> ## Documentation Index
> Fetch the complete documentation index at: https://docs.msportal.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Import/Export Settings

> Bulk import and export data using CSV files

Import/Export Settings allows you to perform bulk data operations using CSV files. Import new records or export existing data for backup, analysis, or migration purposes.

## Accessing Import/Export Settings

1. Click **Settings** in the sidebar
2. Select the **Import/Export** icon from the settings navigation

## Permissions

Import/Export requires specific permissions:

| Permission                   | Access                |
| ---------------------------- | --------------------- |
| **manage\_settings\_import** | Access to import data |
| **manage\_settings\_export** | Access to export data |

<Note>
  If you can only see one tab (Import or Export), you have permission for that specific operation only.
</Note>

## Import Data

### Supported Import Types

| Data Type         | Description                                    |
| ----------------- | ---------------------------------------------- |
| **Companies**     | Client company records with ticketing defaults |
| **Locations**     | Company location information                   |
| **Devices**       | Device inventory records                       |
| **Standards**     | Standards/compliance check definitions         |
| **Planner**       | Planner items and roadmap entries              |
| **Goals**         | Strategic goals for companies                  |
| **Company Roles** | User-to-company role assignments               |

### Import Process

<Steps>
  <Step title="Select Data Type">
    Choose the type of data you want to import from the dropdown menu.
  </Step>

  <Step title="Upload CSV File">
    Either drag and drop your CSV file onto the upload area, or click **Browse Files** to select a file.
  </Step>

  <Step title="Choose Import Mode">
    Select how to handle existing records:

    * **Create and update records**: Creates new records and updates existing ones
    * **Create new records only**: Only adds new records, skips existing
    * **Update existing records**: Only updates existing records, skips new
  </Step>

  <Step title="Import Data">
    Click **Import Data** to process the file.
  </Step>
</Steps>

### Import Modes Explained

| Mode                  | New Records | Existing Records |
| --------------------- | ----------- | ---------------- |
| **Create and update** | Created     | Updated          |
| **Create only**       | Created     | Skipped          |
| **Update only**       | Skipped     | Updated          |

<Tip>
  Use "Create and update" for initial imports and migrations. Use "Update only" when modifying existing data without adding new records.
</Tip>

## Export Data

### Supported Export Types

| Data Type         | Description                                |
| ----------------- | ------------------------------------------ |
| **Companies**     | Company records with all configured fields |
| **Locations**     | Location details linked to companies       |
| **Devices**       | Device inventory with specifications       |
| **Standards**     | Standards check definitions                |
| **Compliance**    | Compliance results and status history      |
| **Planner**       | Planner items and roadmap data             |
| **Goals**         | Strategic goals and progress               |
| **Company Roles** | User assignments to company roles          |

### Export Process

<Steps>
  <Step title="Select Data Type">
    Choose what data to export from the dropdown.
  </Step>

  <Step title="Select Company Scope">
    Choose to export:

    * **All Companies**: Export data for all companies
    * **Specific Company**: Select a single company from the dropdown
  </Step>

  <Step title="Export Data">
    Click **Export Data** to generate and download the CSV file.
  </Step>
</Steps>

### Export File Naming

Exported files are automatically named with the format:

```
{datatype}_export_{company}_{date}.csv
```

Example: `companies_export_all_20251230.csv`

## Download Templates

Import templates provide the correct column structure for each data type. Always use templates to ensure your data imports correctly.

### Available Templates

<CardGroup cols={3}>
  <Card title="Companies" icon="building">
    Client companies with PSA defaults (board, priority, status)
  </Card>

  <Card title="Locations" icon="location-dot">
    Company locations with addresses
  </Card>

  <Card title="Devices" icon="desktop">
    Device inventory records
  </Card>

  <Card title="Standards" icon="clipboard-check">
    Compliance standards definitions
  </Card>

  <Card title="Planner" icon="calendar">
    Roadmap and planner items
  </Card>

  <Card title="Goals" icon="bullseye">
    Strategic goals
  </Card>

  <Card title="Company Roles" icon="user-tag">
    User-to-company role assignments
  </Card>
</CardGroup>

### Template Structure

Each template includes:

* **Required columns** with asterisks (\*)
* **Optional columns** that can be left empty
* **Example row** showing expected data format
* **Column headers** matching expected field names

<Warning>
  Custom CSV formats may cause import errors. Always start with the provided templates.
</Warning>

## CSV Format Requirements

### General Requirements

| Requirement      | Description                                |
| ---------------- | ------------------------------------------ |
| **Encoding**     | UTF-8 (required for special characters)    |
| **Delimiter**    | Comma (,)                                  |
| **Headers**      | First row must contain column headers      |
| **Line Endings** | Windows (CRLF) or Unix (LF) both supported |

### Data Formatting

| Data Type         | Format            | Example           |
| ----------------- | ----------------- | ----------------- |
| **Dates**         | YYYY-MM-DD        | 2025-12-30        |
| **Phone Numbers** | Any format        | +1 (555) 123-4567 |
| **Boolean**       | true/false or 1/0 | true              |
| **Empty Values**  | Leave blank       |                   |

<Tip>
  When editing CSV files, use a spreadsheet application like Excel or Google Sheets. Save as CSV (UTF-8) when done.
</Tip>

## Best Practices

### Before Importing

<AccordionGroup>
  <Accordion title="Backup First">
    Export existing data before major imports. This allows you to restore if something goes wrong.
  </Accordion>

  <Accordion title="Test with Small Batches">
    Import a few records first to verify formatting. Fix any issues before importing the full dataset.
  </Accordion>

  <Accordion title="Clean Your Data">
    Remove duplicates, fix inconsistent formatting, and validate required fields before importing.
  </Accordion>

  <Accordion title="Use Templates">
    Always start with downloaded templates rather than creating CSV files from scratch.
  </Accordion>
</AccordionGroup>

### Data Quality

* **Consistent formatting**: Use the same date and phone formats throughout
* **Required fields**: Ensure all required columns have values
* **Unique identifiers**: Avoid duplicate IDs or email addresses
* **Valid references**: Company IDs and other references must exist in the system

## Troubleshooting

### Common Import Errors

| Error                      | Cause                         | Solution                                   |
| -------------------------- | ----------------------------- | ------------------------------------------ |
| **Missing required field** | Required column is empty      | Fill in all required columns               |
| **Invalid format**         | Date/number format incorrect  | Use YYYY-MM-DD for dates                   |
| **Duplicate record**       | Record already exists         | Use "Update only" mode or remove duplicate |
| **File too large**         | CSV exceeds size limit        | Split into smaller files                   |
| **Invalid reference**      | Company/user ID doesn't exist | Verify referenced records exist            |
| **Encoding error**         | Wrong file encoding           | Save as UTF-8                              |

### File Not Uploading

* Ensure the file extension is `.csv`
* Check file size is under the limit
* Try saving the file with UTF-8 encoding
* Verify the file isn't open in another application

### Records Not Importing

* Check that required columns have values
* Verify date formats match YYYY-MM-DD
* Ensure referenced IDs (company, user) exist
* Review the import results for specific error messages

## Related Resources

<CardGroup cols={2}>
  <Card title="Import Companies" icon="building" href="/user-guides/integrations/import-companies">
    Detailed guide for importing company records
  </Card>

  <Card title="Import Users" icon="users" href="/user-guides/integrations/import-users">
    Guide for importing user accounts
  </Card>

  <Card title="Settings Overview" icon="gear" href="/user-guides/settings/index">
    All settings configuration options
  </Card>

  <Card title="Companies Settings" icon="buildings" href="/user-guides/settings/companies">
    Configure company defaults and fields
  </Card>
</CardGroup>