Importing Records in RecordKeepr

In RecordKeepr, you can import your existing cemetery records, including locations, rights holders and deceased records. Entering your records into our import templates requires you to organise your data and gives you the opportunity to remove any duplicate or incorrect information, add more information, and centralise all your records. Once the import process has been completed, all your records will be clean, central, and secure on RecordKeepr’s cloud-based storage. The import process starts via the Import / Export function within the Locations, Rights Holders and Deceased Records screens.

To demonstrate, let’s import some Location records. From the Home Screen, click on Locations (or select Locations from the side menu under the Recordkeepr symbol).

Click on the Import / Export down-arrow and select Download CSV Template.

The following pop-up screen will appear, giving you some instructions. Each template has certain mandatory fields. The Location import template requires the Site, Location Code, Location Name, Inventory Status, Type, and Remains Type columns to be completed on every location record. Click on Download to download the template.

Open the downloaded document. The CSV file will open in Excel, ready for you to populate the required fields.

To help you in completing these templates, we’ve created some sample templates that explain each field, show the mandatory fields, and give other instructions on completing the templates.

Click the links below to download the example templates: Location Import ExampleDownload Right Holder Import ExampleDownload Deceased Record Import ExampleDownload Once the CSV template is populated, save the file. The allowed file types are .xls, .xlsx and .csv. The file size should also be less than 100 MB. To import the file back into recordkeepr, click on Import / Export and select Import from file.

Click on Launch , Upload the file in the One Schema tool screen and then click Import. You will receive an email when the import has completed.

Repeat the same process for your Rights Holders and Deceased Records, starting by downloading the relevant CSV Template on the Rights Holders and Deceased Records screens.

Additional Notes for Mac Users

When downloading the CSV template from the Import / Export option in Locations, Rights Holders and Deceased Records within RecordKeepr, the file may open in Numbers instead of Excel. If this is the case, you’ll need to export this template to a CSV file – as RecordKeepr does not recognise the Numbers file. In RecordKeepr, go to Import / Export, then select Download CSV Template. When the export template that you have downloaded is opened, it is likely that your Mac will default to open the file in Numbers. Update the information as required. Save your template document, however this saved document will need to be converted to a .csv file in order to import back into recordkeepr. To do this:

• • Go to File -> Export to -> CSV as shown in the screen shot below.

• • Select the folder you want to export the csv file to, so you can easily find it to import back into RecordKeepr.

Note: if you need to make amendments to your file, it will again open by default in Numbers. You will need to export it again to csv to create the file to import back into recordkeepr.