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Making changes to an export and importing it back in the adminscreen
Making changes to an export and importing it back in the adminscreen
Liam Cadle avatar
Written by Liam Cadle
Updated over a week ago

You must wonder at times; what if you want to perform a change but not to just one but multiple records. You are running out of time and little Tommy needs picked up from the nursery, plus that sandwich is not going to eat itself.

An example : You have just received a call from one of your accounts that they now require their users to enter a PO reference number when they're going through the check out process. Now there are about 40-50 users that need to have that change made and it's better watching paint dry than repeating that process 50 times, going through each user's settings one by one. 

So what you do is make use of the Exports and Imports features in Evolution. 

You have Import and Export options available within different modules to import new data in bulk relevant to those modules.

In our example, we can export out all the users into existing accounts. This gives us a spreadsheet to work with and make any changes to it. And once we have made these changes, we can import the spreadsheet back in again.

so you would head to Customers > Accounts and click on the big Export button on the screen.

As you may notice, you'd get many different options to export out data just in relation to Accounts. Our preferred export in this example would be Users into Existing Accounts as we want all the users exported out to make that change.

Once you have done that, an export will be prepared and ready to be downloaded from Exports section in the adminscreen.

As you can see from the screenshot, our export is sitting there ready to be downloaded. So you click the three dots at the far right and select "download as CSV".

Once you do, you'd have an excel sheet that you can open and make any changes you like. Please make sure that all the changes are in accordance with the Import Rules. Make changes to what you'd like to change and not worry about rest of the columns and rows as system will detect what changes you have made.

Pro tip: Evo Customer ID column has the ID for each account. This is how you can find out which account you are working on. You can obtain customer ID from Customers > Accounts screen. Screenshot below:

Now once you have made the desired changes to the records, it's time to import them back in. So this time, we will make use of the Import option. 

So for our example, we will head back to Customers > Accounts as we have to import back the information relevant to that section. Once there, click on Import.

We will select "Users into Existing Accounts" as our import option since we exported out "Users into Existing Accounts" export to work with. It is noteworthy that trying to import that "Users into Existing Accounts" file in any other module on the software will simply not work.

Once you have completed this step, you can check the progress in the Imports section in the adminscreen.

Here we can see our import sitting in all its glory. If you click on the name, it can give you a report on the import as well.

That's it, job done. You have successfully made changes en masse and still have plenty of time to eat that sandwich! 🥪

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