Using Portfolio’s “Import Field Values” you can bring data from an external database into Portfolio by matching fields from the database with fields in Portfolio.
To set up a database file for import into Portfolio, it should be exported as text, with tab delimited fields and carriage return delimited records, and should have field headers included (the first record in the text file is assumed to contain the database field headers and is therefore not imported).
Portfolio should be pre-configured with any required Custom Fields prior to initiating the import. Otherwise, data targeted for Portfolio Custom Fields will be not be imported.
To Import Field Values:
From the File menu in Portfolio, choose Import > Field Values.
Locate the text file to be imported.
Match each Import File Field headers from the database (these should be in the first record) with the appropriate Portfolio Catalog Field name.
Move the File Fields and Portfolio fields up and down the list to reorder their relative position. Click between the two columns to activate the Import pop-up menu. This allows you to select the appropriate import operator: Key, Import, or Skip.
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When you have finished setting up the import fields, you can save the settings for future use. To do so, select “Save As...” from the Saved Sets pop-up menu.
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When you are ready to import the database, click “Import.”
Portfolio will examine the field value data in Record #2 (the first record with data, since the first record holds the field headers) for appropriate data types by comparing each value in the record with the paired Portfolio field type specified at the start of the import. If a value does not match, a warning is presented, allowing you to cancel the import.
If all record types match, Portfolio will import the data. As the import progresses, if data in any field of a record does not match the paired Portfolio field type, that data is skipped.
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Symbol |
Function |
Description |
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Key |
Defines the key relationship. The selected Import File Field will be searched for matching values in the Portfolio Catalog Field. Only one Key relationship can be designated for the import, and only Portfolio Indexed fields can be designated as the Key field. |
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Import |
Indicates that the Import File Field will be imported into the Portfolio Catalog Field indicated to the right of the arrow. |
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X |
Skip |
Indicates that the Import File Field will not be imported. |
Replace Multi-valued Field Data
When checked, values imported into a Multi-valued field overwrite the values in the Portfolio record. When unchecked, the values being imported are added to the end of the list in the Portfolio record.
Technical Notes about Importing Text Files
Because the import text file is delimited by tabs between fields and carriage returns between records, make sure your data does not contain either of these characters within a field, as it will cause unexpected results on Importing. Portfolio follows the ASCII standard by recognizing ASCII 11 as the Vertical Tab character. This character should be used to denote a linebreak within a field (such as in a text block like the Description field). Portfolio also recognizes ASCII 29 as the Group Separator character. This character should be used to delimit values within a multi-valued field (such as the Keywords field). If you are exporting multi-line or multi-valued data from other databases, make sure to use these characters. Some other databases that support multi-valued or multi-lined fields (such as FileMaker Pro) also support these standards.
