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The import ☍ feature in IATE is designed to simplify the insertion of new content and the updating of existing content with a single operation. It enables users with specific rights to add data in bulk, such as new entries, collections, or cross-references, saving time and ensuring consistency. The import module is accessible from the ‘Management’ menu
.
On this page, you will find the following sections:
- Templates
- Import new entries
- Retrieve import results
- Import new LLs and TLs into existing entries
- Batch update of existing content
- Collection linking/unlinking
- Cross-references
Read more on user groups and access rights.
TEMPLATES
 As a reminder, the three levels in IATE entries are the language-independent level (LIL), language level (LL) and term level (TL). |
Users with specific rights can perform batch actions by using the Excel templates available under the ‘Import’ tab in the ‘Management’ menu. The following Excel templates are available:
- Import new entries
- Import new LLs and TLs into existing entries
- Collection linking/unlinking
- Import cross-references
- Import new entries (on behalf of another owner)
- Import new LLs and TLs into existing entries (on behalf of another owner)
These templates are also available in the ‘Templates repository’ tab under the ‘Information’ menu.
 Imported files cannot be bigger than 4 MB. |
import new entries
To start importing new entries in batch, download the ‘Import new entries’ Excel file template.
The Excel file has the following structure:
- Each column corresponds to a field in the entry,
- Each row corresponds to a TL.
The following fields are mandatory and must be completed:
- Domain
- Language code
- Term
- Term reference
- Reliability
- Term type
Fill in the necessary rows and fields following the instructions in the Excel file.
Rows belonging to the same entry should be given the same identifier (a common ‘ID’, e.g. 1 for one entry, 2 for the next entry, and so on) so that they can be grouped together.
Please note that any hidden or filtered rows will be ignored and will not be processed. Hidden columns will, however, be taken into account.
These import templates can be used to import not only textual content/data but also metadata such as protection, primarity, confidentiality, validation status (for instance: pre-IATE, not validated or validated), etc.
| When specifying subdomains, include the full domain path. This is particularly important for the domain LAW, where we have two branches (the standard one and a specific one for CJEU). Example: LAW|rights and freedoms|human rights or CJEU|LAW|Civil law |
| To insert URLs, use HTML tags. Example: European Institute for Gender Equality (EIGE), ‘<a href=”https://eige.europa.eu/thesaurus/” target=”_blank”>Gender Equality Thesaurus<time datetime=”22.04.2024″> (22.04.2024)</time></a>’ |
To import the data:
- drag and drop the Excel file into the import field, or click on the import field to browse for and select the Excel file;
- assign a request name (the default will be the filename);
- under ‘Type’, select ‘Import new entries’;
- click on the ‘Import’ button.
The import operation is launched in asynchronous mode to avoid timeouts. It is recommended that you run import operations after core hours (default option) to minimise their impact on the performance of the system.
| Users with interinstitutional administrator permissions can also import new entries with a specific owner at LIL, LL and TL (‘on behalf of’ them) and with specific admin info (creation date, created by, last modification date, last modified by, validation date, validated by). |
RETRIEVE IMPORT RESULTS
You can follow the status of the request and the results in the ‘Asynchronous requests’ tab in the ‘Management’ menu.
Once the request has been processed, a list of the newly created IDs can be retrieved in text format, or viewed in a results page.
import new ll and tl inTo existing entries
To start batch importing new LLs and TLs into existing entries, download the ‘Import new LLs and TLs into existing entries’ Excel file template. Fill in the necessary rows and fields following the instructions in the Excel file.
To import the data:
- drag and drop the Excel file into the import field, or click on the import field to browse for and select the Excel file;
- assign a request name (the default will be the filename);
- under ‘Type’, select ‘Import new LLs and TLs into existing entries’;
- click on the ‘Import’ button.
The import operation is launched in asynchronous mode to avoid timeouts. It is recommended that you run import operations after core hours (default option) to minimise their impact on the performance of the system.
| Remember that if you do not have specific permissions to modify the entry, the relevant LL and TL will not be imported (a ‘Forbidden’ label will be displayed in the results). |
BATCH UPDATE OF EXISTING CONTENT
You can update existing IATE content in batch mode as follows:
- Run an export following a standard search or an advanced search (query builder). All fields should be exported (including the technical fields). Make sure that the IATE ID is plain text (and not a URL).
- Retrieve the exported data from the ‘Asynchronous requests’ tab of the ‘Management’ menu and modify the data offline. You can modify, remove or add content, including the validation status at LL and TL. Columns marked in red cannot be changed via batch update.
- Upload the updated Excel file for batch update to the ‘Import’ screen.
- Select the import type ‘Batch update of existing entries’.
- Click on the ‘Import’ button.
The import operation is launched in asynchronous mode to avoid timeouts. It is recommended that you run batch update operations after core hours (default option) to minimise their impact on the performance of the system.
| Technical columns should not be altered. New LILs, LLs and TLs cannot be added via this procedure. |
collection LINKING/UNLINKING
To start linking and unlinking collections in batch, download the ‘Collection linking/unlinking’ Excel file template.
In the Excel file, use a separate row for each operation to indicate:
- the relevant IATE ID, when the operation is to be performed at LIL,
- the relevant IATE ID and the language code, when the operation is to be performed at LL,
- the relevant IATE ID, the language code and the term, when the operation is to be performed at TL.
To import the data:
- drag and drop the Excel file into the import field, or click on the import field to browse for and select the Excel file;
- assign a request name (the default will be the filename);
- under ‘Type’, select ‘Collection linking/unlinking’;
- click on the ‘Import’ button.
This will allow multiple collections to be linked to or unlinked from the indicated set of entries in one go.
It is recommended that you run this type of operation after core hours (default option) to minimise its impact on the performance of the system.
Read more about collections.
cross-references
To start importing cross-references in batch, download the ‘Import cross-references’ Excel file template.
In the Excel file, the user can indicate, using a separate row for each operation:
- the source IATE ID;
- the relevant cross-reference type; and
- the target IATE ID.
The reciprocal cross-reference (from target IATE ID to source IATE ID) will be managed (i.e. created or updated) automatically.
To import the data:
- drag and drop the Excel file into the import field, or click on the import field to browse for and select the Excel file;
- assign a request name (the default will be the filename);
- under ‘Type’, select ‘Import cross-references’;
- click on the ‘Import’ button.
This will allow multiple cross-references to be created or updated according to the data provided in the import file.
It is recommended that you run this type of operation after core hours (default option) in order to minimise its impact on the performance of the system.
Read more about cross-references.
(*) User groups and access rights
Check the user rights for import operations below:
| User group | Import |
|---|---|
| BASIC USER | No |
| TRANSLATOR, TRANSLATOR+, TERMINOLOGIST | No |
| TERMINOLOGIST+ | No |
| ADMINISTRATOR | Yes |