Integrations & automation

# Import data from a file

Upload a file, map its columns to Transportial fields, test the result and import records such as businesses, locations or vehicles in one go.

Updated October 4, 2026

**Who can do this:** Role level above 600 (internal users only).

The data importer loads many records at once from a file, for example when you start with Transportial and want to bring over your customers, addresses or fleet from your previous system. You map the file's fields once, check the result and then import.

## Before you start

* Export the data from your old system to a file, for example CSV, Excel, XML or JSON.
* Make sure every record has a unique reference, such as a customer number. That makes it easier to check the result and to correct records later.

## Import the file

1. Open the side menu (☰, top right) and choose **Settings**.
2. Click the **Import data** tab.
3. Under **Document**, upload your file.
4. In **Select entity**, choose what the file contains, for example **Company**, **Location** or **Vehicle**.
5. Map the fields: click **\+ Add field** and connect each field in the file (**Incoming**) to a Transportial field (**Outgoing**), with its field type.
6. Make sure **Test view** is switched on and click **To test**.
7. Check the result in the box: this is what Transportial will create.
8. Correct the mapping and test again until the result is right.
9. Click **Import**. The button only becomes available after a test.

With an entity selected, click **Generate mapping with AI** to get a first version of the mapping. Always test it before you import.

## Mapping options

The field mapping works the same as in a self-configurable integration. You can set a **Format** for dates, a **Regex** to pick out part of a value, a **Default value** for empty fields, and options such as **Trim** or **To capital letters**. Switch on **JSON mode** to edit the mapping as text. See [Build a self-configurable integration](/en-us/help/self-configurable-integration).

An import creates real records straight away. Test with a small file first, and check a few imported records before you import the rest.

## Regular imports

If the same kind of file arrives regularly, set up an integration instead, for example one that picks the file up from an FTP folder. See [Connect other systems with integrations](/en-us/help/integrations).

## Related articles

* [Build a self-configurable integration](/en-us/help/self-configurable-integration)
* [Manage businesses](/en-us/help/businesses)
* [Manage locations](/en-us/help/locations)
* [Add and manage vehicles](/en-us/help/vehicles)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/data-importer