Updating Slate Data with an Export/Import Process

Rules are the preferred method for automating data updates in Slate. However, when you need to transform data using complex query logic that exceeds rule capabilities, you can use an export/import process.

An export/import process uses two components to update data:

• Export query: Transforms your data using query elements such as subquery exports. This query outputs its results to the incoming folder on the Technolutions SFTP server so that it can be processed by regular SFTP import processes.

• Source format: Imports the file created by the export query. Because the query has already transformed the data, you can map the source format like any standard import.

📝 Note

This process should run only once per day to help maintain system performance. If the workflow requires multiple updates per day and is too complex for rules, simplify the process before using this method.

Step 1: Create and configure the export query

Before you begin: Do not change the query execution mode. It must remain set to "Retrieve all records each time query is run" (the default setting).

1. Create a query on a relevant base.
   Note: The base of your query does not need to match the base of the object you’re trying to update.

2. Build a query to find relevant objects:

   • Add filters so the query exports only relevant data. Limit the number of matching rows by filtering out old or inactive records.

   • Use exports, including subquery exports, to transform the data in the desired way.

   • Include at least one export that is a unique identifier (for example, the GUID of the relevant object).

   • During initial setup, limit results to test records.

3. Select Schedule Export and configure the following settings:

   Setting	Value	Notes
   Status	Inactive	Leave inactive until testing is complete.
   Destination	Technolutions SFTP
   Path	../incoming/[folder]/[filename]_%FT%T.xlsx	Start with ../incoming to access the incoming folder. Include time variables to prevent overwrites.
   Encryption	Secure Transfer
   Format	Excel Spreadsheet	Use other formats only for specific use cases.
   Suppress Empty	Suppress empty files	Prevents unnecessary automation runs.
   Requested Delivery Window	Once daily during off-hours	Schedule when your team is not actively using the system to prevent performance issues.
   Requested Weekdays	All days
   Requested Priority	Normal Priority
   Notification	(Optional)	Enable if you need outcome notifications.

   

4. Save the settings. Return to the query landing page and select Run to SFTP. This generates a file on the SFTP server for the source format to process.

   

Step 2: Create the source format

1. Go to Database → Source Formats.

2. Select New Source Format.

3. On the General tab, configure the following settings:

   Setting	Value	Notes
   Status	Active	When set to Active, Slate will begin detecting relevant files in incoming. The system will process your file format but does not import data until 'Remap Active' is turned on.
   Name	My Import/Export Process	Choose a descriptive name that matches the query name.
   Format	Excel	Enter the format type, such as Excel.
   Type	Cumulative/Replaceable	Select One-Time / Differential to retain each source during testing.
   Remap As Of Date	01/01/2026	Enter the current date.
   Remap Active	Inactive	Leave Inactive until mapping is complete.
   Scope	Person/Dataset Record	Select the appropriate record type. If targeting another object, choose the parent record type.
   Dataset	Person/Application Records	Select the appropriate record type. If targeting another object, choose the parent record type.
   Unsafe	Safe	See Safe / Unsafe. If you are unsure, select Safe.
   Hide	Hide source interactions	Hide source interactions prevents an interaction from being created every time the automation runs.
   Disable Update Queue	Prevent records from entering update queue upon import (disable rules from firing)
   Update only	Update only
   Notification	No notifications	If needed, set up notifications for this source format.

   
   

4. On the Format Definition tab, paste the following code for Excel Spreadsheet imports:

   <layout type="convert" h="1" />

   If you chose an export format other than Excel Spreadsheet, use the Format Definition XML that applies to your query export settings.

5. On the Import Automation tab, enter the import path in the Import Path/Mask field by adapting the export path from the query: remove the ../incoming/ prefix and replace the timestamp variables with a single wildcard (*). Example: inquiry_updates/entities_*.xlsx will match any file that starts with entities_ in the inquiry_updates folder.

   

6. Save the source format.

7. Wait 10-15 minutes for the background pickup process to run.

8. Select the source format name to return to it. Edit Mappings should now be available. If the mappings are blank, allow more time for the files to process.

9. Map your fields and any prompt value mappings as you would for any other source format.

Step 3: Test

1. Go to Database -> Test & Other Environments and request a refresh of your test environment. Wait for the environment to provision.

2. In Test, find your query and inactivate the test record filter, then use Run to SFTP. This generates a file in the Test incoming folder, but the data represents actual record data.

3. Open the source format and select Edit. Change the Remap Active setting to Active and save.
   

4. Go to Database and select Force Process Pickup to pick up the new file.

5. After pickup runs, select Force Process Import to process the queued files.

6. Confirm that the imports completed successfully. Find the records you used and confirm that their data was updated as expected. If you need to make changes, make them in Production and then re-provision your Test environment.

7. Once you’ve confirmed the behavior in Test, return to Production for a final test.

8. In Production, set Remap Active to Active on the source format.

9. Wait for the import process to run. If you are certain it will not disrupt any other processes, select Force Process Import.

10. Check the test records to confirm that their data was updated as expected.

Step 4: Activate

1. In the query, inactivate or remove the test data filter. Confirm that the matching row count looks correct.

2. Run the query normally with Run Query. Review the results as a final data check.

3. Return to the query editor, select Schedule Export, and set it to Active.