Import Data

The Import Data section of the Matchbook AI platform provides functionality for interacting with and managing your Data Imports from different source files. You can upload or modify large amounts of data in batches into the platform using this functionality. The platform allows you to upload data from an Excel file, CSV file, TSV file, Custom Delimited text file, or Fixed Width text file.

One of the prerequisites is that tags must be defined in your reports. If tags are not defined, the import process will result in failure.

With large amounts of data from varied data sources, numerous factors come into play, such as data can correspond to different teams and departments, or the data could be used for diverse business requirements.

Additionally, there could be changing requirements for data retrieval and importation. The Matchbook AI platform allows users to create tags for their data to effectively manage these requirements.

Users can create and apply tags in in various ways. For example, source tags can be employed to exert control over data originating from different source files.

Creation of tags is discussed in detail under the Tags section of this documentation.

The platform also provides the functionality to create and manage File Templates for various data imports. These templates can then be used to ensure consistency and compatibility when importing, exporting, or sharing data across different systems or platforms.

Users can import data from source files or from a single record to cleanse, match, and enrich it. The steps to import data, create and manage tags, and create file templates are discussed in the further sections of this document.

Note

If you encounter difficulties importing data, please refer to the admin guide for guidance on configuring permissions.

Users on the Matchbook AI platform can import data in 2 ways:

Manually Upload Data

• By importing data from a file

• By importing data from a single record

Automating Data Upload

• By importing it from an external source (S3, Cloud Storage)

• By importing data from Rest APIs

These methods of importing data have been discussed in detail in further sections of the document.

Import Data Process

Presented below is a flowchart that illustrates the process of data import.

Import Data Process Flow

Manually Upload Data

Manually uploading data involves transferring information into a system or database through two primary methods: importing data from a file or importing data from a single record.

1. Import Data from File

To import data from a source file into Matchbook AI, perform the following steps.

1. Log into platform and navigate to the Import Data section in the main menu.

Import Data-Navigation

2. Click on the Import Data button and select the Import File option.

Import File

Note

By selecting Import Data, you have the option to import data through UI or automated import.

3. The Import Data dialog box is displayed.

Import Data-Dialog Box

4. Select the file type of the file that you want to import data from.

Data can be imported from the following 5 file types:

• Excel file

• CSV file

• TSV file

• Text file with Custom Delimiter

• Fixed Width text file

5. Select the Import Type. This allows users to match and improve the imported data There are two ways to import your data,

i. Cleanse, Match & Enrichment: This feature enables you to verify and align imported data with data from third-party providers to guarantee its correctness, utility, and precision. After the data has been verified and aligned, it is augmented with pertinent information sourced from third-party data providers.

ii. Enrichment Only: This functionality permits the enhancement of data that has undergone cleaning and alignment through a comparison with data from third-party data providers. Subsequently, the data is enriched to enhance or expand its content with additional pertinent information from external referential sources. To select this option, perform the following steps.

• If you are importing data from a file, select the Enrichment Only option.

Import Data-Enrichment Ony

• If you are importing data from a single record, switch the toggle to the Enrichment only.

• Enter the Source Record ID.

• Enter the DUNS Number.

• Select the required field value.

• Click Save Data.

6. After selecting the required import type, click Next to proceed.

Import Data

7. To upload the source data file, click on the Browse button.

Import Data

8. You can also select any existing templates to define the data import, by selecting it from the list of options provided in the Select File Template dropdown menu. Choose the file template. This allows users to save a mapping of the file in the Matchbook AI platform. To know more about templates and how to create/manage templates in Matchbook AI refer to the File Template section of this guide.

Specify whether the source file contains headers by checking the Has Header checkbox. This lets the system know that the data mapping is to be performed based on the Header Name and not the position.

Note

If “Has Header” checkbox is not selected then it can be selected during Data Mapping as an Input Header. For more information on how to add/modify input headers refer to the Data Mapping section of this guide.

9. Choose the file you want to import from its location on your system and click Next.

Note

For Importing the file, it is mandatory that the file is closed in the background.

10. Select the required Sheet.

Note

This step is required Excel or CSV required formats, that may contain multiple sheets. This feature enables you to choose and import the specific sheet you need.

Import Data

11. Click “Next” after providing the required information. Further steps to map your data have been discussed in the Data Mapping section of this guide.

2. Import Data from Single Record

Importing data from a single record refers to the process of bringing in information or details from a single source or individual entry, often done manually. This can involve extracting data from a single data point or record and incorporating it into a database, spreadsheet, or another system for further analysis or use. Users can import a single record for the purposes of cleansing, matching, and enrichment. Once the data has been imported, users can modify or map the cleanse and enrichment operations as needed. Perform the following steps to Import Data from a Single Record.

1. From the option provided under the Import Data drop-down menu select Single Entry Form.

Import Data-Single Entry Form

2. A dialog box is displayed.

Import Data-Single Entry Form

3. Provide a unique Source Record ID.

4. After mapping the fields, Click Save Data.

Save Data

5. On clicking save, the data will begin processing and once it is processed the user will see a notification on the top- “Import Process Completed Successfully” and the number of items imported is also displayed.

Import Data-Single Entry Form

Enrichment Only

1. From the Import Data, drop-down menu

2. Select > Single Entry Form

Import Data

3. A dialog box is displayed.

Import Data-Single Entry Import

4. Switch the toggle to the Enrichment only.

Import Data-Single Entry Import

5. Enter the Source Record ID.

6. Enter the DUNS Number.

7. Click Save Data

Automating Data Upload

Automating data integration entails the transfer of information into a system or database through two primary methods: Importing Data from External Sources and from Rest APIs.

1. Import Data from External Source

Users can import data from external sources such as servers, cloud storage etc., by using the Configure Imports feature provided in the Import Data section of the platform.

To setup imports from external sources, perform the following steps.

1. Go to the Common tab under the Portal section in Settings in the main menu.

Import Data-Import from Source

2. Then click on Export Destination.

Import Data-Import from Source

3. To add a new External Data Source, click on the “+” icon at the top right of the screen. A new dialog box is displayed to select the required data source. Matchbook AI supports the following Data Sources: • Amazon S3 • Azure Storage • SFTP • Google

Import Data-External Data Source

4. Provide the required information to connect to your data source for example, to import data from an S3 bucket, you would be required to provide the Export Destination Name, Access Key, Security Key, URL, and S3 Bucket name.

5. Click on Add to create the export destination.

2. Import Data from Rest APIs

To access further details regarding the process of importing data using REST APIs, please refer to Matchbook AI Rest API Documentation.

Data Mapping

Some Input headers are auto mapped based on the headers in the selected source file for example Company Name, City, Country etc., as displayed in the below screenshot. The column headers that are not automatically mapped can be manually configured by selecting the required Input Header from the list of options provided in the dropdown menu.

Import Data-Data Mapping

Field	Description
Source Record ID	A unique identifier for records in the source data, mandatory for mapping.
Company Name # 1	The name of the primary company in the source record.
Address #1: Address Line 1	The first line of the company’s address for mapping purposes.
Address #1: Address Line 2	An additional address line for the company’s location details.
Address #1: City/Locality	The city or locality of the company’s primary address.
Address #1: State/Province/Region	The state, province, or region of the company’s address.
Address #1: Postal Code	The postal or ZIP code for the company’s primary address.
Address #1: Country	The country where the company is located.
Telephone Number	The primary contact number for the company.
Language	The preferred language for the company or record.
Tags	Customizable labels or keywords for categorizing and organizing records.

Additional Fields

Any Additional fields required to be mapped can be specified under the Additional Fields tab. Other useful data headers such as the DUNS number, email address, and TAX Id number are all displayed can be mapped to the data from this tab.

Additional Fields

Field	Description
National ID Provider	A unique identifier assigned to healthcare providers or organizations for administrative purposes.
DUNS Number	A nine-digit identifier for businesses issued by Dun & Bradstreet for credit reporting and data organization.
CEO Full Name	The full name of the company’s Chief Executive Officer for official records.
Website	The URL of the company’s official website for reference or validation.
Email Address	The primary email contact for the company or organization.
Registration Number	A unique number assigned during the company’s official registration process.
Registration Number Type	The category or type of the registration number, e.g., tax ID or company ID.
Ticker Symbol	The stock market symbol used to represent the company in trading platforms.

Alternate Addresses

Alternative combinations for different data entries are discovered by Matchbook AI and you can create mapping for them in the Alternate Addresses tab. For example, when collecting customer details, the customers may have multiple addresses, work, home etc., Matchbook AI identifies the primary addresses and creates mapping for any other combinations found in the data set. These are then suffixed with increasing count (e.g., Address #2, Address #3 and so on).

Alternate Addresses

Field	Description
Company Name # 2	The name of the secondary company in the source record for mapping.
Address #1: Address Line 1	The first line of the secondary company’s address for mapping purposes.
Address #2: Address Line 2	An additional address line for the secondary company’s location details.
Address #2: City/Locality	The city or locality of the secondary company’s address.
Address #2: State/Province/Region	The state, province, or region of the secondary company’s address.
Address #2: Postal Code	The postal or ZIP code for the secondary company’s address.

In a similar way upto 4 alternate addresses can be mapped.

Reference Fields

You can also add unique identifier to match the data by specifying the values in the Reference Fields tab. These fields are used to keep a record of information and to immediately identify and map similar data entities from different sources.

Reference Fields

Passthrough Reference #1 to #10: A custom field for transferring specific reference data from the source to the target unchanged, with the option to include up to 10 reference fields.

Ordinal Mapping

To map data based on its location in the source file, also referred to as ordinal mapping, uncheck the Has Header checkbox when uploading the source file.

Ordinal Mapping

Then you can select and map each column by selecting the position of each of the input headers in the data.

Ordinal Mapping

Note

All fields marked with an asterisk (*) are mandatory. The same column cannot be mapped twice as each column is associated with a unique field identifier.

Click Finish to validate the import.

Ordinal Mapping

Click Finish once more to conclude the data import process.

Ordinal Mapping

File Template

The Matchbook AI platform also allows you to create and maintain File Templates for various data imports. These templates are designed to streamline and standardise the data analysis process, making it more efficient and consistent. To make a new template or change an existing one, follow the instructions below.

1. Add Template

Users can add a template from the Additional Actions dropdown menu by choosing the Template List option. To add a template, perform the following steps.

Add Template

1. In the Import Data section, go to Additional Actions and click on Template list. A list of all the existing templates is displayed.

Template List

2. Click on Add New Template. This takes the user to the file import process. Select the file type that you want to import the template from.

Add New Template

3. Choose the file for which the user intends to create the template by using the Browse function.

Choose File

4. Input a name for the template.

5. Specify the sheet name.

6. Check the Has Header checkbox.

7. Click on Next.

8. This will lead you to the mapping screen. Define the mapping.

Data Mapping

9. Click on the Finish button to generate a new template.

Data Mapping

The newly created template becomes an addition to the list.

Note

Users can utilize the predefined template when importing other files of the identical format. To do this, choose the appropriate file template from the “Select File Template” dropdown menu, followed by clicking “Finish” to confirm the import.

2. Edit Template

To edit an existing template, perform the following steps.

1. Go to the Import Data section. Click on Template List under Additional Actions.

Edit Template

2. After choosing “Template List” from the “Additional Actions” dropdown menu, a list of all the templates will be displayed.

Edit Template

3. Click on Edit to modify any of the exiting templates. A new dialog box is displayed.

Edit Template

4. This page holds all the details linked to the template. Based on the user’s needs, they can choose the field they wish to edit.

5. After making the required modifications, click Update Template to save the changes.

Edit Template

3. Delete a Template

To Delete an existing template, perform the following steps.

1. Go to the Import Data section. Click on Template List under Additional Actions.

Delete Template

2. After choosing “Template List” from the “Additional Actions” dropdown menu, a new dialog box will appear.

Delete Template

3. Click on Delete to remove any of the exiting templates. A new dialog box is displayed to confirm the deletion. Click Yes to delete the Template.

Delete Template

Tags

Tags in Matchbook AI are a method of creating different workflows. A user can have different considerations such as different types of data coming into the system or different teams working on their data. Based on business requirements they might have different needs for retrieving and importing data. Tags serve to establish various workflows with distinct requirements and sets of rules for the retrieval and handling of data. Once a tag is set up, it can serve multiple purposes. The most used type of Tag is the source tag. The Source Tag helps manage data from various origins, e.g., a tag-marketing, finance, or hr etc., can be assigned to data originating from different organizational departments. To add tags, perform the following steps.

1. Go to the Tags section under Common in Portal under the Settings section in the main menu.

Tags-Navigation

2. Click on the “+” icon at the top right to add a new tag.

Add Tag

3. Select the tag type from the list of options provided in the dropdown menu, for e.g. To tag the data based on the source of origin select the Source tag.

Tag Type

4. Select the LOB (Line of Business) tag from the list of options provided in the dropdown menu.

5. Enter the Tag Value. For example, Marketing. The tag will be generated based on the value provided.

Tag Value

6. Click Add. The newly created tag will be added to the system.

Add Tag

Note

If the security tag is applied to any Data or group of Data, it will be hidden from anyone who is not entitled to that tag. Only platform users that have been assigned the security tag have permission to view the data. Assigning a Line of Business (LOB) tag determines what an individual can view on the platform. This is especially important for users who should not have access to internal data. Importing data with a security tag aids in maintaining the confidentiality of the data. Any user wanting access to the data must have security clearance assigned to their user profile. If a user’s role lacks the required security tag, they won’t be able to access the portal.

Data Integration

The Data Integration feature of Matchbook AI allows you to configure your imports. Perform the following steps to integrate data from an external source.

1. Go to the Data Integration tab under the Portal section in Settings in the main menu.

Data Integration-Navigation

2. Click on the “+” sign to configure a new import.

Configure New Import

3. Provide the requested details to configure the Import Process. The fields requested on this screen have been described in the table below.

Template Configuration

Field	Description
Configuration Name	Enter a name to be given for configuration.
File template	Choose the source of the file template from the available options in the dropdown menu. Please note that if no file template has been saved or created, this field will be empty.

Source Folder Path

Field	Description
External Data Source	Select the External Data Source (Export Destination) from the list of options provided in the dropdown menu. This is the list of Export Destinations added to the platform under Setting>Portal>Common>Export Destination
Source Folder Path	Enter the path to the source folder.

File Name Pattern

Field	Description
File name Pattern	Enter the discovery name of the file to be selected. For example, if you know that there is a file starting with marketing, you can create a file pattern rule marketing* to build a rule to search for relevant files. The relevant files will automatically be picked, and their normalization can be easily automated using API.
Post Load Action	Select the action to be taken on the file post loading from the options provided in the drop-down menu (Delete, Archive, Rename, Do Nothing)
Post Load Action Parameter	Enter any parameters for actions Post loading the data.

4. Click Save to configure import process from an external data source.

Configure New Import