Importing and Updating Existing Records in Zoho Creator

Zoho Creator provides flexible options for both importing new data and updating existing records. Here’s how you can approach each scenario:

Importing Data into Zoho Creator

• Navigate to the Report: Go to the report where you want to import data.

• Select Import Option: Click the "More options" (hamburger menu) in the top-right corner and select "Import Data."

• Choose File Source: You can import data from various formats (.xls, .xlsx, .csv, .tsv, .ods, .accdb, .mdb, .json, numbers) and sources (local computer, Dropbox, Google Drive, Zoho Docs, etc.).

• Map Columns: In the column mapping pane, match the columns from your file to the fields in Zoho Creator. The system attempts to auto-map, but you can adjust mappings as needed.

• Handle Import Errors: Decide how to handle errors (skip rows or set empty values). You can also standardize date and time formats if needed.

• Monitor Import Status: Track the import progress and review any failed records via the "View Import Status" or "Recent Imports" tab. Failed records and reasons for failure can be downloaded for review if they are less than 25% of the total records15.

Updating Existing Records

There are two main ways to update existing records in Zoho Creator:

1. Using Deluge Scripting (API or Workflows)

• Update a Single Record by ID:
  Use the zoho.creator.updateRecord task in Deluge. You must specify the application owner, app link name, report link name, the record ID, and a map of the new values.

  Example:

  text
  dataMap = Map();
  dataMap.put("Task_Name", "Priority Task");
  otherParams = Map();
  response = zoho.creator.updateRecord("OwnerName", "AppLinkName", "ReportLinkName", 1234567890, dataMap, otherParams, "creator_oauth_connection");
  

  This updates the record with the specified ID2.

• Update Multiple Records by Criteria:
  Use the zoho.creator.updateRecords task to update all records matching a specific condition.

  Example:

  text
  dataMap = Map();
  dataMap.put("Status", "Completed");
  otherParams = Map();
  response = zoho.creator.updateRecords("OwnerName", "AppLinkName", "ReportLinkName", "(Status == \"Pending\")", dataMap, otherParams, "creator_oauth_connection");
  

  This updates all records where the status is "Pending"4.

• Automate Updates via Workflows:
  You can configure workflows to automatically update records when certain events occur, such as form submission or approval actions. In the workflow editor, add an "Update Record" action, specify the criteria, and select the fields to update. This is useful for automating business processes (e.g., updating order status after delivery)6Important Notes

• Direct Import Does Update Existing Records:
  The standard import feature in Zoho Creator is designed for adding new records, not updating existing ones. There is no built-in "upsert" (update or insert) option during import. To update existing records based on imported data, you would need to use Deluge scripting or APIs to match records (e.g., by a unique field) and update them accordingly124.

• Handling Failed Imports:
  If records fail to import due to validation errors or mismatches, you can download the failed records for correction and re-import15

2. Update via csv Import

Summary Table: Import vs Update Methods

Best Practice

• Use the import tool for bulk addition of new data.

• Use Deluge scripting or workflows to automate updates to existing records, either individually (by record ID) or in bulk (by criteria).

• If you need to "upsert" (insert new and update existing records), you must implement logic (via scripting or external integration) to check for existing records and update or insert as needed.

For detailed step-by-step instructions, refer to Zoho Creator’s official documentation or help guides for importing data and using Deluge update tasks124.