Batch import and export entries

Limits

• You can view the most recent 50 batch operation records.

• The maximum concurrency for batch import tasks is 10.

Permission description

Knowledge base administrators, members, and custom global roles with the Enterprise Knowledge Base-Management permission can batch import or export entries, view import details, or download exported files.

Batch import entries

1. In the top menu bar on the Dataphin home page, select Super X > Enterprise Knowledge Base.

2. In the Enterprise Knowledge Base list, select a knowledge base.

3. Click the Entries tab, then click the Batch Operations button, and select Batch Import Entries.

4. In the Batch Import Entries dialog box, configure the parameters.

   Parameter	Description
   Configuration template	Select an import template based on your business scenario. Two import scenarios are supported: add and update. Add: Click Template to download the entry template, fill in the information, and then upload it. Update: It is recommended to first Batch Export Entries from the entry list. You only need to modify the information that needs to be revised and then upload it again.
   Upload Configuration File	Only .xlsx files are supported. If the workbook contains multiple sheets, the system only parses the content of the first sheet. The size of a single file cannot exceed 20MB. Workbook details: Do not delete the instruction row and title row. The system will start parsing from the third row. Do not modify or delete column names, otherwise the template may not be parsed, resulting in import failure. Delete the example rows before filling in the information. Entry name: Must be unique within the knowledge base. The system will skip import or overwrite updates when names are duplicated based on the configuration on the import page. In the update scenario, the failure of updating some columns does not affect the update of other columns that pass validation. After importing, please check the latest configuration and modify it according to the abnormal prompts in the import record. Synonyms: In the entry update scenario, if there is no synonym column, the existing synonym configuration will be retained without updates. If there is a synonym column but no content is filled in, the original synonym configuration will be cleared before saving. If you only need to update the entry explanation without updating synonyms, please retain the export configuration or delete that column. Parent folder: Please fill in the full path of the folder name. If not filled in, the entry will be directly placed in the root folder.
   Entries With The Same Name	The strategy for handling when the entry name in this import is the same as an existing entry name. Options include overwrite update or skip. Overwrite Update: If the imported entry name is the same as an existing entry name, the other information of the online entry, such as entry name and explanation, will be updated based on the content of this import. Skip: If the imported entry name is the same as an existing entry name, the creation of that entry will be skipped, and the system will continue to create other entries.

5. After the file is uploaded, the system will validate it according to the upload file specifications. After successful validation, click Start Import to parse the entry name, explanation, synonyms, parent folder, and number of entries for this import.

   • Entry name/Explanation: Validates whether the entry name/explanation in this import file is empty and whether the content complies with input specifications.

   • Synonyms: Validates whether the synonym content in this import file complies with input specifications and whether the number exceeds the limit.

   • Parent folder: Validates whether the parent folder in this import file exists.

   • Number of entries: Validates whether the number of entries in this import file exceeds the limit.

6. After validation passes, the import result page opens.

   Parameter	Description
   Import Result	You can view the import progress, import result, and running time.
   Abnormal Records	Displays entry records that cannot be imported because they failed validation, including the row number in the original file, entry name, explanation, parent folder, and abnormal prompts. In the Abnormal Records tab, you can click Download Abnormal Records to download the original records that failed validation as a file, with an automatically added Abnormal prompt column. You can modify according to the abnormal prompts and import again.
   Skipped Records	If the strategy for entries with the same name is set to skip, the entry records in this import will be skipped and recorded in the skipped records list, including the row number in the original file, entry name, explanation, and parent folder. In the Skipped Records tab, you can click Download Skipped Records to download the corresponding original records as an Excel file.

   After the import is complete, if you want to quickly view the import results, you can close the import configuration dialog box. Closing the dialog box will not terminate the execution of the import task. You can click the Entries tab, click Batch Management-Batch Operation Records , and select the historical import record you want to view.

Batch export entries

1. On the Entries tab, click the Batch Operations button, and select Batch Export Entries.

2. In the Batch Export Entries dialog box, export entries according to the export scope.

   Export Scope: Select the scope of entries to export. You can choose to export All entries or entries under a Specified Folder.

3. Click OK to complete the export of entries. You can click the Entries tab, click Batch Operations-Batch Operation Records to view the information of this export operation and download the exported file.

Entry batch operation records

1. On the Entries tab, click the Batch Operations button, and select Batch Operation Records.

2. In the Batch Operation Records panel, view the import and export operation records of entries.

   • Batch Import: Displays the operation record details of entry imports, including ordinal number, creator, import status, creation time, and end time information. You can also click the View icon in the operation column to view import details.

   • Batch Export: Displays the operation record details of entry exports, including ordinal number, creator, export scope, export status, creation time, and end time information. You can also click the Download icon in the operation column to download the exported file to your local device.

     Note

     • Exported entry files are stored in the system for 7 days, after which they cannot be downloaded.

     • Only records with successful export status support downloading exported files.

     • Only entries with successful import status support viewing details.

What to do next

After you import entries, you can manage them in the entry list. For more information, see Manage entries.