Data Import & Export

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

Zero-Setup Migration

Switching from another QMS? The data import wizard lets you migrate your existing documents, users, training records, deviations, and CAPAs in minutes — not months. Upload your exported files (CSV, Excel, or even scanned PDFs), map the fields, and your historical data is live in InnoQualis. No consultants, no migration projects, no setup fees.

Open Data Import

1. On the left sidebar, select Admin.
2. In the admin sidebar under Data, select Data Import.

Open System Export

1. On the left sidebar, select Admin.
2. In the admin sidebar under Data, select System Export.

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Import data

The import wizard guides you through a four-step process.

Step 1: Upload a file

1. On the Data Import tab, select the Entity Type to import:
   • Documents
   • Users
   • Training Records
   • Deviations
   • CAPAs
2. Drag a file onto the upload area, or select the upload area to browse for a file.

Supported file formats:

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

Note

When you upload a PDF or image file, the system automatically enables OCR (Optical Character Recognition) to extract structured data. An indicator confirms that OCR processing will be used.

Step 2: Map fields

1. For each file column, select the corresponding system field from the dropdown.
2. Review auto-mapped columns (the system auto-maps columns when names match system field names).
3. Adjust any incorrect mappings.

For OCR-processed files where columns cannot be detected before processing:

1. Select Start OCR & Preview to process the file and auto-map extracted fields.

For standard files:

1. Review auto-mapped fields and manually map any unmapped columns.
2. Select Preview Import.

Step 3: Preview the import

Review the preview summary before executing:

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

The preview also displays error details by row number and non-blocking warnings.

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 the import

1. Review the preview results.
2. Select Execute Import.
3. Review the completion summary showing records imported, records skipped, and errors encountered.
4. Select New Import to start another import.

Security

The import system includes the following security measures:

• Path traversal protection — File access is restricted to the designated upload directory. Attempts to access files outside this directory are blocked.
• Secure user creation — When importing users, accounts are created and users authenticate via a 6-digit verification code sent to their email. No temporary passwords are needed.
• Transaction safety — Each row is imported within its own database savepoint. If a single row fails, other rows are not affected.
• Type validation — Numeric fields (training hours, severity levels, etc.) are validated and coerced safely with clear error messages on failure.

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Export system data

Configure export options

Before generating an export, configure the following options:

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

Generate an export package

1. On the System Export tab, configure the export options.
2. Select Generate Export Package.
3. Wait for the export to complete (a loading indicator shows progress).
4. Review the export details:
   • File size
   • Total records
   • SHA-256 checksum for integrity verification
   • Breakdown by entity type with record counts
5. Select Download Export Package. The button displays a loading state while the download is in progress.

Note

Error messages during export are specific to the failure cause (for example, insufficient disk permissions or storage errors) to help administrators diagnose issues quickly.

Every export includes: Users, Groups, Documents, Deviations, CAPAs, Training Records, and Audit Trail.

Tip

Use the SHA-256 checksum to verify file integrity after transfer. Compare the checksum of your downloaded file with the one shown in the export details.

View export history

The Export History section lists all previously generated exports with their file name, creation date, file size, and available actions (Download or Delete).

Delete an export

1. In the Export History list, on the export row, select Delete.
2. In the confirmation dialog, select Delete to permanently remove the export file.

Practical example: Migrate training records from a legacy QMS

Your company is moving from a spreadsheet-based training system to InnoQualis. You have an Excel file with 500 training records including employee names, document titles, completion dates, and training hours.

1. Open Data Import and select “Training Records” as the entity type.
2. Drag your training_records_2024.xlsx file onto the upload area.
3. On the field mapping screen, the system auto-maps columns like “Employee Name” to “User Name” and “Completion Date” to “Completed At”. Manually map “Training Hours” to the corresponding system field.
4. Select Preview Import. The preview shows 487 records ready to import, 8 duplicates to skip, and 5 rows with errors (missing employee names).
5. Fix the 5 rows in your source file, re-upload, and confirm the preview shows 492 records ready.
6. Select Execute Import.

In under five minutes, your entire training history is live in InnoQualis — complete with requalification tracking, compliance reporting, and audit trail entries for every imported record.

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