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Import Data

This tutorial explains how to import households in bulk from a CSV file or via KoBoToolbox.

Import methods​

PCH-SIG supports several import methods:

MethodSourceUsage
CSVExcel/CSV fileManual import
KoBoToolboxMobile formsField collection
Survey SolutionsCAPI surveysLarge surveys

CSV Import​

Step 1: Download the template​

  1. Go to Social Registry > Households
  2. Click Import
  3. Click Download template
  4. A template CSV file is downloaded

Step 2: Fill in the file​

Open the template in Excel and fill in the columns:

ColumnRequiredExample
regionYesDakar
sectorYesParcelles Assainies
municipalityYesParcelles Assainies
localityYesUnite 10
area_typeYesUrban
head_nameYesMamadou Diop
head_genderNoM
head_ageNo45
head_phoneNo771234567
household_sizeYes5
latitudeNo14.6937
longitudeNo-17.4441
Format
  • Save in UTF-8 CSV format
  • Use semicolon (;) as separator
  • Do not modify column headers

Step 3: Import the file​

  1. Click Import
  2. Select your CSV file
  3. Click Load

Step 4: Verify the preview​

Before final import:

  • Verify the first rows
  • Check the number of records
  • Correct reported errors

Step 5: Launch the import​

  1. Click Import
  2. Wait for processing to complete
  3. Review the import report

Import report​

The report indicates:

  • Imported: Number of households created
  • Skipped: Duplicates detected
  • Errors: Rows with problems

KoBoToolbox Import​

Initial configuration​

  1. Go to Data > KoBoToolbox
  2. Click Configure
  3. Enter your KoBo credentials:
    • Server URL
    • API Token

Synchronize forms​

  1. Click Synchronize
  2. The list of available forms is displayed
  3. Select the form to import

Import submissions​

  1. Click on the form
  2. Select the period
  3. Click Import

New submissions are imported as households with "Pending" status.

Field mapping​

Configure the correspondence between KoBo questions and PCH-SIG fields:

KoBo QuestionPCH-SIG Field
regionregion
head_namehead_name
gpslatitude, longitude
......

Survey Solutions Import​

Synchronization​

  1. Go to Data > Survey Solutions
  2. Configure connection to SUSO server
  3. Select the questionnaire
  4. Click Synchronize

Data validation​

Before import, data goes through validation:

  • Required field verification
  • Duplicate detection
  • Consistency check

Error handling​

Common errors​

ErrorCauseSolution
"Unknown region"Incorrect region nameCheck spelling
"Duplicate detected"Household already existsSkip or merge
"Required field"Missing valueComplete the field
"Invalid format"Wrong data formatCorrect the format

Correct and re-import​

  1. Download the error report
  2. Correct rows with errors
  3. Re-import only the corrected rows

Best practices​

Before import​

  • Test with a small sample
  • Verify file format
  • Save the original file

After import​

  • Verify some random households
  • Run duplicate detection
  • Validate imported households

Next steps​