How to Update a CSV Reference Data File

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When information in your reference data file needs to edited, you will not follow the steps to upload as if it is a new file. You will simply edit the existing file as this is the fastest way to push out the new data to your users without remapping any fields. 

Downloading Your Reference Data File

If you are unsure which file your form is using, run the Reference Data Report to quickly determine the file(s) attached to your form or navigate to the very bottom of the form's Settings page.

If the original file is not readily available on your computer, you can download the file from your portal. This can be done from within the Legacy, on the Reference Data & Images page, or from the Form Settings page.

Notes

Reference Data files that were originally uploaded as a Google Sheet can be downloaded as a .csv file but editing data in a Google Sheet is much easier so we recommend sticking to a Google Sheet if it is possible. Visit out topic on the Google Sheets integration to learn how easy it is to update.

From Within the Legacy Builder

  1. Navigate to the Forms page and select the Edit icon for the form containing the reference file that needs updated.
  2. Select a field containing the file to open Field Settings in the left panel.
  3. Expand the Reference Data tab.
  4. There are three icons in the upper right corner of the Reference Data tab: an eye, a pad with a pencil, and an arrow pointing down. The arrow is our Download icon so select that and the file will automatically start downloading to your browser.

RD&I_AFB_Download Icon.png

From the Reference Data & Images Page

  1. Navigate to the Reference Data & Images page.
  2. In the Action column, the second icon of the arrow pointing down (the same as in the Legacy Builder) is our Download icon so select that and the file will automatically start downloading to your browser.RD&I_Download Icon.png
  3. Once you have downloaded your reference data, open the file in Excel. Add, change, and remove any items as needed. Remember you will need to Save As a Comma Separated Values (.csv) file type.

Please Note

Do not use the CSV UTF-8 (Comma Delimited) (.csv), or any specialty .csv file (i.e. Macintosh Comma Separated, MS-DOS Comma Separated, etc.) as these file types may introduce random characters or not work as expected.

Caution

Don't change any of the existing column header labels or it will break the mapping to your form when re-uploaded.

From the Form Settings Page

  1. Navigate to the Forms page and select the Settings icon for the form containing the reference file that needs updated.
  2. Scroll all the way to the bottom of the page and all files that are referenced in the form will be listed.
  3. In the Action column, the second icon of the arrow pointing down (the same as above) is our Download icon so select that and the file will automatically start downloading to your browser.Form Settings_Reference Data_Download.png

Uploading the Edited Reference Data File

From Within the Legacy Builder

  1. From within the Legacy Builder, select a field attached to the file and expand the Reference Data tab.
  2. There are three icons in the upper right corner of the Reference Data tab: an eye, a pad with a pencil, and an arrow pointing down. The pad with a pencil is our Edit icon so select that to update the file.
  3. RD&I_AFB_Edit Icon.pngRD&I_AFB_Edit Icon_Edit.png
  4. You may edit the name or description but the only required step is to Choose File and select the updated file from your computer.
  5. The notification checkbox is defaulted to checked but if you do not wish to alert your team to the changes, you may uncheck that box.
  6. Save changes.

 

From the Reference Data & Images Page

  1. Navigate to the Reference Data & Images page.
  2. In the Action column, the first icon of the pad with a pencil (the same as in the Legacy Builder) is our Edit icon so select that to update the file.RD&I_Edit Icon.png
  3. Leave the radio button as Upload a CSV File and select Next.
  4. You may edit the name or description but the only required step is to Choose File and select the updated file from your computer.
  5. The notification checkbox is defaulted to unchecked but if you wish to alert your team to the changes, you may check that box.
  6. Select Upload to save changes.

 

From the Form Settings Page

  1. Navigate to the Forms page and select the Settings icon for the form containing the reference file that needs updated.
  2. Scroll all the way to the bottom of the page and all files that are referenced in the form will be listed.
  3. In the Action column, the first icon of the pad with a pencil (the same as in the above) is our Edit icon so select that to update the file.Form Settings_Reference Data_Edit.png
  4. Leave the radio button as Upload a CSV File and select Next.
  5. You may edit the name or description but the only required step is to Choose File and select the updated file from your computer.
  6. The notification checkbox is defaulted to unchecked but if you wish to alert your team to the changes, you may check that box.
  7. Select Upload to save changes.

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