Migrate data into BatchBase

Start with your original export files

Open Administration > Migration and upload the CSV or XLSX files from your current system.

You do not need to rebuild the files to match BatchBase first. Upload the original exports whenever possible.

• Upload related files together when they belong to the same migration.
• Keep the original column names whenever possible.
• Use CSV or XLSX files.
• Keep each file within the upload limit shown on the Migration page.

BatchBase identifies what each file contains

After upload, BatchBase reads each file and identifies the Data type it contains.

If BatchBase cannot identify a file confidently, you can choose the correct Data type yourself.

Files and Data groups are not always the same thing

The upload count tells you how many physical files you selected.

Data groups are the logical sets of business records BatchBase found inside those files.

One file can sometimes contain more than one Data group. For example, an Orders export can contain both Orders and Order items.

Data BatchBase can migrate

• Customers
• Ingredients
• Current inventory
• Meals / products
• Recipes
• Vendors
• Orders
• Order items
• Subscriptions
• Subscription items

Review before anything is imported

Choose Review to let BatchBase check the migration before importing anything.

Review is a dry run. No records are added to BatchBase during this step.

• Data groups shows how many logical sets of business data BatchBase found.
• Ready shows records that can be imported.
• Needs attention shows records that need a correction or related data before the migration can continue.

View the records BatchBase plans to create

Choose View records on a reviewed Data group to see the actual records BatchBase prepared.

The preview shows the normalized values BatchBase plans to use during import.

Expand Source data when you want to compare the prepared BatchBase record with the original uploaded row.

What Needs attention means

Needs attention means BatchBase found something that prevents the record from being safely imported.

The record preview explains the problem and shows a How to fix it message.

• A required value is missing.
• A customer referenced by another record is missing.
• An ingredient is missing.
• An Order item is missing its parent Order.
• A Subscription item is missing its parent Subscription.
• A required location cannot be found.
• An ingredient name or inventory unit is missing.
• A record already exists in BatchBase.

Missing related data must be fixed

Some records depend on other records. BatchBase checks those relationships before import.

• Order items need their parent Order.
• Subscription items need their parent Subscription.
• Records that reference a customer need that Customer.
• Ingredient-based records need the related Ingredient.
• Records that use a location need a location BatchBase can resolve.

When a record is already in BatchBase

A record that already exists is handled separately from missing data.

If BatchBase confirms that a record already exists, the migration can offer an option to skip that existing record instead of creating another copy.

Replace a corrected file

If a file needs correction, fix the CSV or XLSX and choose Replace file.

You do not need to rebuild the whole migration just because one uploaded file changed.

1. 1Correct the source file.
2. 2Choose View records for the affected Data group.
3. 3Choose Replace file.
4. 4Select the corrected file.
5. 5Run Review again.

Import into BatchBase

When all required records are ready, choose Import into BatchBase.

BatchBase imports related data in the order required by their relationships.

Verify the finished migration

After import, BatchBase verifies the completed migration against the reviewed project.

Use the final result to confirm that the migration completed successfully, then spot-check important records in BatchBase.

If a saved migration appears

BatchBase can remember unfinished migration work so you do not automatically lose progress when you refresh or leave the page.

When a saved migration is available, the page shows the actions that make sense for its current state.

• Continue migration returns to a migration that is ready to continue.
• Upload corrected files opens the upload workflow when the saved migration needs corrected source data.
• Start new migration dismisses that saved project in the current browser and opens a clean migration workspace.

What Start new migration does

Choose Start new migration when you no longer want the current saved project to keep appearing on the Migration page.

After you choose it, that same saved project stays dismissed when you refresh the page in that browser.

This does not delete migration history from BatchBase.

If a different or newer migration is created later, BatchBase can still offer that migration separately.

Common review messages

• This item needs its order — upload or correct the Orders data containing the parent Order, then review again.
• This item needs its subscription — upload or correct the Subscriptions data containing the parent Subscription, then review again.
• This record needs an ingredient — include or correct the matching Ingredient, then review again.
• Ingredient name and unit are required — add the missing ingredient name and inventory unit, replace the file, and review again.
• This record is already in BatchBase — review the existing-record conflict and skip it only when keeping the BatchBase record is correct.

Recommended workflow

1. 1Open Administration > Migration.
2. 2Upload the original CSV or XLSX exports.
3. 3Confirm the Data type BatchBase found for each file.
4. 4Choose the Data type manually only when BatchBase cannot identify a file.
5. 5Run Review.
6. 6Check Data groups, Ready, and Needs attention.
7. 7Open View records and inspect what BatchBase plans to create.
8. 8Fix anything marked Needs attention.
9. 9Use Replace file when you correct an export.
10. 10Run Review again until the migration is ready.
11. 11Choose Import into BatchBase.
12. 12Wait for verification to finish.
13. 13Spot-check the migrated records before normal production use.