CSV Files for Bulk Import

The Files.com web interface includes bulk creation features that make it easy to import multiple records at once from a CSV (Comma-Separated Values) file.

A CSV file is a standard file format that represents tabular data in plain text. It can be produced by spreadsheet applications or text editors.

Each CSV file contains a single header row followed by one data row per record. The header row defines which columns are present in the file. Every data row must follow the same column order as the header.

The Files.com bulk import features validate the CSV file before creating any records. This validation step ensures the file structure and content meet the requirements of the importer before any changes are made to your site.

A downloadable CSV template is available on each bulk creation page in the web interface.

CSV Requirements

CSV files must follow these structural requirements.

The first (header) row must contain column names. Every subsequent row must contain data matching those columns.

Each data row represents a single record to create.

The column order in each row must match the order defined in the header row.

Blank rows are ignored during import.

Columns that are omitted or left blank use default values.

Files.com reads only supported column names, which vary based on the type of import. When an unrecognized column is provided, a warning is displayed during validation. If you proceed with the import, any unrecognized column is not imported.

Comment lines (# comment) are not supported. Do not include comment lines in your CSV.

CSV Header Row

The first row of the CSV must be a header containing the names of the columns included in the file. The columns can be included in any order, but the order must be consistent for every row.

The downloadable template includes a header with all supported column names.

When a column is omitted, the default value for that column is applied to every imported record. See the supported columns table for the specific feature for the default values assigned when a column is not included in the file.

Files.com only reads supported column names. Any unrecognized columns are not processed. Check the import validation warnings to guard against misspelled column names.

CSV Data Rows

Every row after the header row represents one record to create.

Each record must include a value for the required identifier column. See the documentation for the specific feature for which column is required and must be unique across all rows.

When a column value contains a comma, you must enclose that value in quotes. Use either single or double-quotes; the import automatically detects which is used.

CSV Import Validation

Before creating any records, Files.com validates the uploaded CSV file. This validation checks file structure, required fields, and data integrity.

The validation process reports errors and warnings so that problems can be corrected before the import runs.

Errors prevent record creation. Warnings indicate issues that may lead to unexpected configuration results. Only valid records are imported.

You can only continue the import when at least one valid record can be imported.

The best practice is to address all warnings and errors from the validation step before processing a file.

Common CSV Validation Errors

The error message Your CSV has been examined, but it contains errors as listed below indicates problems with the uploaded file.

Missing Header Row

The CSV file must begin with a header row containing column names. If the header row is missing, every record fails validation.

Unrecognized Column Names

Columns that are not recognized are ignored. This typically indicates a misspelled column name.

When you include a column in your header row that is not one of the supported columns, a warning message Some column headers in this CSV are not recognized. is shown. The unexpected columns are listed for your review.

The importer ignores columns it does not recognize so that the import file can still be processed when extra data has been included. A common reason for including unrecognized columns is when an import file is produced by exporting from an existing system that includes internal IDs or other legacy fields.

A typical cause of this warning is a misspelled column name. Any column listed in the warning is ignored by the importer, and the default value for that column is applied to every imported record. Depending on the column, this can require a tedious manual update to correct after the import.

If the list includes a misspelled column name, edit your CSV to fix the spelling and re-upload the file.

When you see record data listed as unrecognized column header names, this indicates the first row of the file does not contain a correct header row. Edit your CSV to add the missing header row.

Invalid Record Length

Each data row must contain the same number of columns as the header row. Missing commas or missing quotation marks often cause this error.

When the number of columns in a data row does not match the header row, the validation shows a message starting with Invalid Record Length: columns length. The error indicates which row has the wrong number of columns.

When you want to leave a column blank for a record, you must still supply the comma , character to indicate the column. If the column count is less than expected, look for missing commas in your CSV file.

When a column value contains a comma, you must enclose that value in quotes. Use either single or double-quotes; the import automatically detects which is used. If the column count is more than expected, look for unquoted commas within a cell value.

Edit your CSV import file to fix the errors before processing.

Empty Row Warnings

The validation step lists the number of blank lines found in the file as Empty Rows. This is not an error, and you can continue the import as long as at least one valid record will be created.

If you did not expect any blank rows, review your CSV file before importing.