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Records / Import

Import records from CSV #

CSV import adds records to one selected target Dataset. Every imported row becomes a new record. Import does not update existing records and does not remove data from the source file or another Dataset. Open the importer with the Import CSV button on the Upload screen. Photo upload keeps its separate mechanism.

Opening the importer #

  1. Open Records → Upload, then select Import CSV, or go directly to

    2. Import CSV records.

  2. Select the target Dataset. You must have permission to add records to it.
  3. Select the CSV file and click Check and show preview.

Reviewing the preview #

Before saving, check:

  • the number of recognised records;
  • the source Datasets recorded in the file;
  • the target Dataset name;
  • errors and warnings;
  • proposed links to sites, visits and plants.

All records from one file go to one selected target. If the file contains records exported from several Datasets, the import combines them in the chosen target Dataset.

Site, visit and plant links are suggestions. You may select them individually or in bulk, but they are not required. Import does not create new sites, visits or plants.

Blank date in an older file #

A file in the current format keeps its date state in a separate technical column. When an older file has no such information and contains a blank date, the preview requires an explicit choice for those rows:

  • Date missing - needs completion keeps the blank date so that it can be

    • completed later;

  • Date genuinely unknown keeps the blank date as deliberately unknown.

The bulk choice applies only to unresolved blank dates; an exception may be set for each row. Neither choice enters a date, changes a known date, or overwrites a state saved in a current-format file.

Confirming the import #

Click Import new records (…) into: …. The target name appears on the button and should be checked before confirmation. Import always creates new records. Importing the same file again may create duplicates.

Afterwards, you can open Duplicate check for the selected Dataset. It can recommend keeping one record and moving selected copies to Trash. It does not permanently delete or automatically merge records.

Which file to use #

The importer accepts record files created by:

  • My records → Actions → Export;
  • Download CSV of all filtered results;
  • the Records tab in User data reports.

CSV exported from a Species, Media or Sites report is a report table and cannot be used to import records. Do not separately import records.csv extracted from a Dataset ZIP package; it belongs to a different exchange format.

Keep the technical version, provenance and empty-value marker columns. The input limit is 10 MiB and 10,000 records. An older file may require an explicit source life stage, time zone, or blank-date meaning.

What import does not transfer #

CSV import does not transfer photos or active iNaturalist publication links. New records are visible by default and unpublished. After import, the owner can make them Hidden in record editing or in bulk from My records. Custom fields can be stored only when their definitions are compatible with the target Dataset.

If the write was interrupted or its outcome is uncertain, do not retry under a different filename. First determine which records were already added.

Country names during import #

Country names may use an earlier or local spelling, such as Czech Republic, Turkey, United States of America or Ελλάδα. With a valid, known country code, the application stores the standard English name determined by that code. Provide both values or leave both empty. Legacy Crete/GRC becomes Greece/GR; mixed Crete/GR and Greece/GRC pairs are rejected. The same country rule also applies to ZIP imports.