Importing Data

Article Overview

This article provides a comprehensive guide on using the Bulk Import feature in Loadai to efficiently upload or update large datasets. Supported data types include carriers, customers, drivers, driver preferences, driver pay rates, loads, locations, tractors, trailers, and users. With step-by-step instructions, tips for optimizing the process, and troubleshooting solutions, this guide ensures you can seamlessly import new data or update existing records while minimizing errors. By the end of this guide, you’ll be equipped to manage bulk imports effectively.

Table of Contents

1. Pre-Requisites

2. Step-by-Step Instructions

3. Import In-App Walkthrough

4. Supported File Formats

5. Tips and Best Practices

6. Troubleshooting

7. FAQs

Pre-Requisites

Before using the Bulk Import feature in Loadai, ensure the following:

Permissions and Feature Availability
- ✅ Confirm you have the necessary permissions to perform a Bulk Import.
- ✅ Ensure the Bulk Import feature is enabled in your environment.
- ⚠️ Note: Bulk Import may not be available for some TMS Sync customers due to organizational preferences.
Supported File Format
- ✅ Use only Comma-Separated Values (.csv) format for Bulk Import.
Data Template or Custom Mapping
- ✅ Use the provided Bulk Import Template for seamless auto-mapping.
- ✅ If using a generic dataset, be prepared to manually map columns to the appropriate fields in Loadai during the import process.
Data Preparation
- ✅ Verify all required fields are filled in your dataset to avoid validation errors.
- ✅ Ensure data is accurate, consistent, and adheres to field specifications in LoadAi.
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Step-by-Step Instructions

Step 1: Access the Bulk Import Feature

Log in to your Loadai account.
Locate and click on the + icon in the main navigation bar.
From the Add Item list, select Bulk Import.

Step 2: Prepare Your Data File

In the Bulk Import interface, click the Download button next to a specific template on the right to download that template.

Alternatively, click Download All to download a ZIP file containing all templates.

If using a Loadai-provided template:

Open the template and populate it with your data, ensuring each column is filled and formatted correctly.

If using a generic dataset:

Note that Loadai will remember your column mapping for future imports after a successful import.

Step 3: Upload Your File

Drag and drop your file into the upload area or click Choose File to select it from your device.
If the file type is not automatically recognized, manually select the Data Type (e.g., Load, Customer, Driver).
Instead of clicking "Next," select the appropriate object tab (e.g., Load, Customer) to review the uploaded data.

Step 4: Map Fields (If Using a Generic Dataset)

If you didn’t use a Loadai-provided template, you’ll be prompted to map the columns in your file to the corresponding fields in Loadai.
Use the dropdown menus to map each column to the correct Loadai field.
Mapping will automatically be saved after a successful import, so you don’t need to click Save Mapping.

Step 5: Validate Your Data

Once your file is uploaded, click Validate to analyze the data.
Loadai will display a list of errors and warnings (if applicable).

Errors: Highlight issues preventing the import (e.g., missing mandatory fields).
Warnings: Highlight potential inconsistencies but won’t block the import.

Fix any errors or warnings as needed in your data file, then re-upload and re-validate.

Step 6: Import Your Data

Once the data is in an acceptable state (no critical errors), click Import to proceed.
The system will process your data and display a confirmation once the import is completed.

Step 7: Review Import Results

Navigate to the Import History section to review completed imports.
If there were invalid records, you can click to Download Invalid Records or Download All Records to review them for future corrections.

Import In-App Walkthrough

Supported File Formats

Comma-Separted Values (.csv): The only supported file format for Bulk Import is CSV.
Ensure your file adheres to the required formatting guidelines provided in the Loadai templates to avoid validation errors.
Loadai supports UTF-8 encoding to handle special characters or non-English text in your dataset.

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Tips and Best Practices

Use Loadai Templates:
- Whenever possible, use the provided templates to ensure your data adheres to the required structure and supports automatic field mapping.
Prepare Clean Data:
- Verify all mandatory fields are filled out before uploading.
- Eliminate duplicates and incorrect data entries to avoid unnecessary errors during validation.
Split Large Datasets:
- For smoother performance and easier troubleshooting, divide large datasets into smaller, more manageable batches if needed.
Leverage Saved Mappings:
- If using a generic dataset, take advantage of the auto-saved mappings created after a successful import to streamline future uploads.
Address Validation Issues:
- When validation errors or warnings occur, download the corresponding error report, correct the issues in your dataset, and re-upload the file. This ensures a smooth import process.
Review Invalid Records Post-Import:
- Use the option to download invalid records after an import to review and fix errors. This helps maintain data accuracy.
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Troubleshooting

Common Issues and Solutions

Error: “Invalid File Format”
- Cause: The uploaded file is not in the required CSV (.csv) format.
- Solution: Ensure your file is saved as a CSV and follows the required structure. Use the Loadai-provided template for best results.
Error: “Missing Mandatory Fields”
- Cause: Some required fields are empty in your dataset.
- Solution: Review the error report to identify which fields are missing. Update your dataset with the required values and re-upload the file.
Error: “Duplicate Records Detected”
- Cause: Duplicate entries are present in the uploaded dataset.
- Solution: Remove duplicate rows from your CSV file and re-upload. If duplicates are intentional, verify with your administrator that duplicates are allowed for the specific data type.
Warnings During Validation
- Cause: Non-critical inconsistencies in your dataset, such as missing optional fields or slight formatting issues.
- Solution: Review the warnings and correct the data if needed. Warnings do not block the import, but addressing them improves data quality.
Unexpected Validation Errors
- Cause: Data entries do not meet the required specifications (e.g., unsupported formats for dates or incorrect field values).
- Solution: Use the error report to identify problematic rows, cross-check against the field requirements in the template, and correct the values.
Issue: Data Not Appearing After Import
- Cause: The import process may have failed for certain records.
- Solution: Download invalid records to review errors and re-import after corrections. Ensure imported data aligns with field specifications.
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FAQs

Q: Can I use file types other than CSV for Bulk Import?

A: No, only CSV (.csv) files are supported for Bulk Import in Loadai. Ensure your data is saved in this format before uploading.

Q: What happens if I upload a file with errors or warnings?

If your file contains errors, those specific rows will be ignored during the import process.
If your file contains warnings, the data flagged as a warning will be ignored, but the rest of the object will be imported successfully.

Q: Can I import data for multiple objects (e.g., loads and drivers) at once?

A: Yes, you can upload multiple files for different objects simultaneously. However, if there are dependencies between the objects (e.g., locations and customers in loads), it’s recommended to import them sequentially to avoid errors.

Q: Does the Bulk Import process overwrite existing data?

A: Yes, if you are updating existing records, the Bulk Import feature will overwrite the current data with the new values from your file. Ensure your updates are intentional and accurate.

Q: Will Loadai save my field mappings for future imports?

A: Yes, field mappings for generic datasets are automatically saved after a successful import, allowing you to reuse them in the future.

Q: Can I bulk delete records using the Bulk Import feature?

A: No, Bulk Import is designed for adding or updating records only. Bulk deletion is not supported.