Data Import & Export

InnoQualis EQMS provides tools for importing data from external files and exporting complete system data packages. These features are essential for initial data migration, periodic backups, and system transfers.

What You Can Do

• Import data from CSV, Excel, JSON, PDF, and image files
• Map file columns to system fields with auto-detection
• Preview imports before executing them
• Use OCR to extract data from scanned documents and images
• Generate complete system export packages
• Download and manage export history
• Include or exclude attachments and audit trail data in exports

Accessing Data Import & Export

1. Navigate to Admin in the sidebar.
2. Select the Data Import or System Export tab.

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Data Import

The import wizard guides you through a four-step process to bring external data into InnoQualis EQMS.

Step 1: Upload File

1. Select the Entity Type to import:

   • Documents
   • Users
   • Training Records
   • Deviations
   • CAPAs

2. Upload your file by clicking the upload area or dragging a file onto it.

Supported file formats:

• CSV (.csv)
• Excel (.xlsx, .xls)
• JSON (.json)
• PDF (.pdf) — processed with OCR
• Images (.jpg, .png) — processed with OCR

Note

When uploading PDF or image files, the system automatically enables OCR (Optical Character Recognition) to extract structured data from the document. An indicator will confirm that OCR processing will be used.

Step 2: Map Fields

After uploading, the system detects columns from your file and displays them alongside available system fields.

1. For each file column, select the corresponding system field from the dropdown.
2. The system auto-maps columns when names match system field names.
3. Review the mappings and adjust as needed.

For OCR-processed files:

• If columns cannot be detected before processing, the system shows a message that fields will be extracted during preview.
• Click Start OCR & Preview to process the file and auto-map extracted fields.

For standard files:

• Review the auto-mapped fields.
• Manually map any unmapped columns.
• Click Preview Import to proceed.

Step 3: Preview Import

The preview shows what will happen when you execute the import:

Metric	Description
Will Import	Number of records that will be successfully imported
Will Skip	Number of records that will be skipped (e.g., duplicates)
Errors	Number of records with validation errors

The preview also displays:

• Error details — Specific errors by row number with descriptions
• Warnings — Non-blocking issues that may need attention

Caution

You cannot execute the import if there are validation errors. Fix the errors in your source file and re-upload, or adjust your field mappings.

Step 4: Execute Import

1. Review the preview results.

2. Click Execute Import to run the import.

3. The completion screen shows the final results:

   • Records imported
   • Records skipped
   • Errors encountered

4. Click New Import to start another import.

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System Export

The System Export tool generates a complete data export package containing all EQMS data.

Entities Included

Every export includes:

• Users
• Groups
• Documents
• Deviations
• CAPAs
• Training Records
• Audit Trail

Export Options

Before generating an export, you can configure:

Option	Default	Description
Include file attachments	Enabled	Include document files and evidence attachments (increases export size)
Include audit trail	Enabled	Include complete audit log history for compliance

Generating an Export

1. Configure the export options.
2. Click Generate Export Package.
3. Wait for the export to complete (a loading indicator shows progress).
4. Once ready, the export details display:
   • File size
   • Total records
   • SHA-256 checksum for integrity verification
   • Breakdown by entity type with record counts
5. Click Download Export Package to save the file.

Export History

The Export History section lists all previously generated exports with:

Column	Description
File Name	Name of the export file
Created At	Date and time of generation
File Size	Size of the export package
Actions	Download or Delete

You can download any previous export or delete exports that are no longer needed.

Tip

The SHA-256 checksum provided with each export can be used to verify file integrity after transfer. Compare the checksum of your downloaded file with the one shown in the export details to confirm the file was not corrupted.

Deleting an Export

1. Click Delete on an export in the history list.
2. Confirm the deletion in the dialog.
3. The export file is permanently removed from the server.

Permissions

Action	Required Permission
Access data import	Admin role with admin.manage permission
Execute imports	Admin role with admin.manage permission
Generate system exports	Admin role
Download exports	Admin role
Delete exports	Admin role