> ## Documentation Index
> Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.
# Import and export
> Bring records in from a spreadsheet, programme or board snapshot with a preview before anything is written, take them out again, and change how exported documents look.
Import brings many records into a board in one go, from an Excel or CSV file, a programme file or a Saphion board snapshot. Saphion reads the file, suggests how its columns match your fields, and shows what every row would do before it writes anything. Export takes the records you can see out as a file.
> [!NOTE]
>
> Anyone who can add records to a board can import into it, and anyone who can open a board can export what they can see.
Map columns for an import
## Import records from a file
Nothing is written until you choose Import.
**1. Open the import**
On the board you want to fill, open the **⋯** menu in the header (labelled **Page options**) and choose **Import from Excel or CSV**. The **Import a board** dialog opens on **Choose file**. The Actions board, your Projects and every board that holds records have it.
**2. Choose the file**
Drop your spreadsheet or choose a file. Saphion accepts Excel (`.xlsx`), CSV (UTF-8), a programme file (`.pp`, `.mpp`, `.mpx`, `.xml`, `.xer`) and a Saphion board snapshot (`.json`). The file is uploaded to Saphion and read there. Nothing is imported yet.
**3. Map the columns**
The **Map columns** step lists each destination column beside the **Column in your file** that Saphion suggests, with an **Example** value. Change any match, or choose **Do not import**. A required field is marked, and you cannot continue until it is mapped.
**4. Check the settings**
Choose what to do with matching rows, how rows are identified and how dates are read. The settings are below.
**5. Preview**
Choose **Preview import**. Saphion checks every row and reports what it would do: **Will create**, **Will update**, **No change**, **Skipped**, **Will archive** or **Needs attention**. Filter the list under **Show**.
**6. Import**
Choose **Import**, for example **Import 120 records**. The report shows what each row did: **Created**, **Updated**, **No change**, **Skipped**, **Archived** or **Refused**. A refused row says why.
Preview an import
### The mapping settings
| Setting | What it does |
| - | - |
| **What would you like to do?** | **Add new items and update the ones already there**, **Add new items only** or **Update existing items only**. |
| **Identify each row by** | A column whose value is unique for each row, such as an ID. With **Nothing**, every row becomes a new item. With a column, matching IDs update the same items and new IDs add items, so row order does not matter. |
| **Items no longer in the file** | When rows are matched by ID: **Keep them**, or **Archive them** if an earlier import of the same list made them and this file no longer has them. |
| **List name** | Names the list. For a revised spreadsheet, keep the original list name even if the filename changes, so the new file updates the old rows. |
| **Source date format** | **Day / month / year** or **Month / day / year**. |
| **Sheet** and **Header row** | Which sheet of a workbook, and which row holds the column names. Changing either re-reads the file. |
| **Import as** | **New work**, or **History: past work from another system**. Offered only to Organisation Admins. History is counted as imported, not as this month's work. |
Blank cells never overwrite what an item holds. If a column holds a choice, such as a status, a **values** section lists each different value in the file so you can map it to one of your choices, use its name as it is, or choose **Do not import this value**.
### Save a mapping for next time
Above the mapping, **Saved setup** lets you apply a setup you saved, or choose **Manual mapping**. Name the current mapping under **Setup name** and choose **Save setup**. A setup stores column names, not positions, so it works on any later file with the same headers. If a saved column is missing or appears twice, Saphion tells you and you map it by hand.
### Fix rows that failed
If some rows need attention, **Rows needing attention** is selected first. Choose **Download the error file** to get the failed rows to correct and import again.
### Limits
* A file can be up to 100 MB.
* One import takes up to 100,000 rows and 512 columns. Split a larger file.
* Saphion keeps the uploaded file for seven days.
* Spreadsheet rows do not carry attachments, permissions or updates from other systems. Those need a separate migration.
## Import a programme
A programme goes into a Project's **Programme** tab, not into a board. Choose **Upload programme** there, or **Update programme** once the Project has one. The wizard is the same. A newer file replaces the lines by their source ID and archives tasks it dropped, whatever the file is called. See [Projects](https://docs.saphion.co.uk/work/projects.md#add-a-milestone-or-a-programme).
## Import rows from a template
**Import from template** and **Add from template**, in a board's **⋯** menu, bring a template's rows into a board. You tick the rows you want. See [Templates](https://docs.saphion.co.uk/work/templates.md#bring-a-templates-rows-into-a-project).
## Undo an import
An import you make is one step in your change history. While you are still working in the place you imported into, press Ctrl+Z (Cmd+Z on a Mac) outside a text field to take the whole import back in one go. Saphion refuses the undo if someone has changed those records since, and says so. A large import is undone as a background job.
An import also appears in [Activity](https://docs.saphion.co.uk/work/activity.md) as a single line, such as "imported 120 new Opportunities", and the records keep their own history.
> [!NOTE]
>
> Importing does not make you follow the records, so it does not flood your Inbox with notifications.
## Export records
Narrow the board with search and **Filter** to the records you want first. The export covers the records your filters select.
**Straight from the board**
**1. Open the menu**
Open the **⋯** menu on the board.
**2. Choose Export**
Choose **Export to Excel** or **Export to CSV**. The file downloads at once.
**Choose the format and columns**
Some boards also show an **Export** tab in the **Import a board** dialog. There you choose a **File format** (**Excel workbook**, **CSV** or **Board snapshot**) and tick the columns under **Include columns**, then choose **Download export**. A board snapshot can be imported into another board later.
In a CSV, a cell that a spreadsheet would run as a formula is written so that it cannot execute.
An export contains only records you can open.
## Change the design of exports
Documents and workbooks that Saphion produces have a design, and Organisation Admins can change it. Choose **Settings > Administration > Exports**.
**1. Pick an output**
The list groups outputs by format: **Email**, **PDF**, **PDF/Word**, **Spreadsheet** and **Other**. Each shows whether it uses the built-in design, has a published version, or is controlled elsewhere. Search the list with **Search outputs**.
**2. Edit a draft**
For a document, upload a Word master (or **Use Saphion default**), choose which style of the master writes each heading, paragraph, list, table and caption, and choose between one file per part and one combined file. For a spreadsheet, choose the **Excel table style** and an optional **Sheet tab colour**. Choose **Save draft**.
**3. Preview**
Choose **Preview PDF** or **Preview workbook**. The preview uses a clearly synthetic sample and the same path as real exports.
**4. Publish**
Choose **Publish design**. It becomes the current version for every output made from then on.
**Previous design** keeps the version you replaced, with **Put back** to restore it. Publishing changes future outputs only. It does not rewrite files already issued.
## How it works
* **Admins choose more.** Organisation Admins also choose whether an import is new work or history, and change the design of exported documents.
* **The server judges the file.** Saphion reads, maps and judges every row on the server. What the preview says is what the import writes.
* **A refused row blocks nothing else.** Rows that fail are reported with a reason, and the rest import.
* **An import is one operation.** It appears once in Activity and can be undone as one step.
* **Exports follow your access.** They contain records you can open, in the columns you choose.
## Ask Beacon
* "Import this spreadsheet of subcontractors into the Contacts board."
* "Export the open Actions for the Harbour Road Project to Excel."
Beacon can also load many records at once, as one job you can follow and undo. See [Chat with Beacon](https://docs.saphion.co.uk/beacon/chat.md).
## FAQ
> **Can I update existing records from a spreadsheet?**
>
> Yes. Choose a column that identifies each row under **Identify each row by**, and set **What would you like to do?** to update existing items, or to add and update.
> **Why is my date wrong after import?**
>
> The file's dates may be month first. Change **Source date format** to **Month / day / year** and preview again.
> **Why is Import as not shown?**
>
> Only Organisation Admins can import a file as history.
> **Can I export to PDF?**
>
> Boards export to Excel, CSV or a board snapshot. Documents made from a record with a template are Word and PDF. See [Templates](https://docs.saphion.co.uk/work/templates.md).
## Related
* [Boards, tables and views](https://docs.saphion.co.uk/work/boards-and-views.md): Filter a board before you export it.
* [Fields](https://docs.saphion.co.uk/work/fields.md): Add the fields a spreadsheet's columns map to.
* [Templates](https://docs.saphion.co.uk/work/templates.md): Bring a template's rows in, and generate documents.
* [Activity](https://docs.saphion.co.uk/work/activity.md): See an import as a single line.
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