Introduction
The Import and Export File Plan feature in RecordPoint allows you to make bulk updates to your file plan using a CSV file. You can export your current file plan, make necessary modifications, and then import the updated version back into RecordPoint.
This feature helps streamline the management of your file plan, ensuring consistency and efficiency when making large-scale changes.
Performing an Export
- Navigate to the File Plan section in RecordPoint.
- Select Export.
- The system will generate a CSV file containing your current file plan.
- Download and open the CSV file in a spreadsheet editor (e.g., Microsoft Excel or Google Sheets) to make changes.
Editing Your File Plan
After exporting your file plan, you can make the following modifications in the CSV file:
- Title
- DisposalClassNumber
- ParentId
- DispositionAuthority
- Description
- Vital Record
- Phase1Action
- Phase1Period
- Phase1Value
- Phase1Event
The following fields can not be edited
- CategoryID
Categories cannot be deleted. RecordPoint recommends that any unused categories should be hidden within an archive category.
- We are in the process of reviewing ways to ensure record categories can be removed/marked as inactive.
Importing a File Plan
The formatting of the import is required to match the template formatting. You can find a blank template file plan when you select "Import" on the "File Plan" page.
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Navigate to the File Plan section in RecordPoint.
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Select Import.
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Select the correct File Plan csv in your local machine.
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RecordPoint will review the csv to ensure there are no issues during the validation
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Continue and select import when validation is complete
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Refresh page once system completes the request to update file plan.
You can also create new file plan categories in bulk by adding new rows to your csv and importing the updated csv.
Common Import Errors
Below is a summary of common import errors and their meanings.
General Errors
- Internal Write Error: The system encountered an unexpected issue, preventing updates. Try again later.
- Empty File: The file you uploaded has no content. Ensure you are importing the correct CSV file.
- Wrong file: The file headers do not match the expected format. Ensure the columns match the exported file structure.
- “The File Plan you are attempting to import does not have the expected column headers for the table.”
- Validation Errors: There are issues with the data in the file. Review the provided error details to fix them.
- Missing Categories: Some categories in the current file plan are not in the imported file. Ensure all necessary categories are included.
Validation Errors
- Missing Category ID: Each category must have a unique ID.
- Category Cannot Be Removed: Categories cannot be deleted. Ensure all existing categories remain in the file.
- Incorrect Number of Fields: Ensure all required fields are present for each item.
- Invalid Item Title: The item title does not meet format requirements.
- Invalid Category ID: The category ID provided does not match the expected format.
- Invalid Disposal Class Number: The disposal class number is incorrect.
- Invalid Vital Record Status: The vital record status must be properly defined.
- Invalid Retention Period or Event: The retention period or event does not match system requirements.
- Incomplete Disposition Details: Ensure all required fields for disposition are completed.
- Unexpected Extra Fields: Some retention settings, such as "Immediate" or "Retain Permanently," should not have additional fields.
- Character Limits Exceeded: Certain fields, such as title (255 characters) and description (1000 characters), must stay within limits.
- Parent Category Not Found: The parent ID does not exist in the file. Ensure parent categories are included.
- Duplicate Category IDs: Each category must have a unique categoryID.
- No Root Category: The file must contain a top-level category with no parent ID.
- Circular References Detected: A category cannot be its own ancestor. Ensure parent-child relationships are correct.