Record, upload, and manage your records in a Reference dataset

Getting there

Via the command bar

To record data to a dataset, click on  Record Data in the command bar. This will take you to the default dataset selected in your account's settings. If you are currently viewing the Analyze page for a dataset, however, it will take you to that same dataset's Record Data page instead.

Navigating to the Record Data page from the command bar


Via the homepage

In the Shortcuts box, select a dataset from the  Record Data To dropdown.

Navigating to the Record Data page via the homepage shortcuts


Via the Datasets page

Click on a dataset's Record Data () button in the Actions column.

Navigating to the Record Data page via the Datasets page


Recording your reference data

There are 3 primary methods for recording your data, each related to how your dataset is configured.

  • Aggregate data: if you configured your dataset to record aggregate data, you can manually enter daily or monthly totals, or upload the data from a CSV or Excel file.
  • Individual transactions: if you configured your dataset to record individual reference transactions, you can either enter each transaction manually, or upload your transactions from a CSV or Excel file. You can also create widgets so you can record data without having to log into LibInsight.
  • Import from LibAnswers: if you connected your dataset to your LibAnswers system, LibInsight will automatically import the previous day's data each night. For example, the data from January 1 will be available on January 2, and so on. This follows the initial import of your data when setting up your dataset.

Aggregate data

If you configured your dataset to record aggregate data, rather than individual transactions, you can record data by: manually entering daily/monthly totals or uploading data.

Manually entering data

  1. Select the date you want to record data for.
  2. Select whether you want to record daily totals or monthly totals.
  3. Click the Go button.
  4. Double-click on a field to enter your data and press Enter to save your changes.
    • To edit a recorded total, just double-click on it again, delete the amount, and press Enter.

Example of manually recording data

Uploading data

  1. From the  Record Data page, click on the green  Upload File button.
  2. Check your Excel or CSV against the Fields List to ensure that the columns match exactly with the listed fields. Otherwise, your upload will fail.
  3. Compare your Excel or CSV against the Sample CSV or Excel File Format example. The data in your spreadsheet should follow the same layout and number format or else your upload will fail.
  4. Choose the date format that corresponds with the format used in the data you're importing. Your data will not import if the date formats do not match.
  5. Choose your Excel or CSV file.
  6. For the Update Type, you can choose how to handle situations where your dataset already contains data for a date in your import file.
    • ​Select Add to Existing Values if Date Exists to simply add the value from the import file to the value already recorded in your dataset.
    • Select Overwrite Values if Date Exists to overwrite the value recorded in your dataset with the value in your import file.
  7. Click the Upload Data button.
    • If the upload is successful, a confirmation message will appear at the top of the page.
    • If the upload failed, an error message will appear at the top of the page. This will detail the issues found in the file so you can correct them and try again.

Screenshot of the Upload File button

Example of uploading data 


Individual transactions

If your dataset is configured to record individual transactions, rather than aggregate data, you can add records by: manually entering reference transactions in LibInsight, uploading a file containing your reference transactions, or using a widget to enter individual reference transactions.

Manually entering data

  1. By default, the Entered By field will select the name of the signed in user. If you want to attribute this record to someone else, click on the dropdown and select their name. This list will include all users in your LibInsight system -- not just those with access to the dataset.
  2. If you'd like, you can add a message in the Internal Notes field. This can be helpful if you want to record any special circumstances or info about this particular record.
  3. Fill out the remaining fields, as appropriate.
    1. If you need to start over for whatever reason, click the Unselect/Reset All Fields option at the bottom of the form.
  4. Submit your record:
    1. If your dataset is configured to allow users to enter multiple records at once, use the # of Records to Insert field to specify how many copies of this record to add. This can be helpful, for example, if you need to log 4 instances of the same directional or ready reference question.
    2. Click on the Submit button to save your records, but leave your data on the screen. If you need to add additional records with some of the same data, this will save you the trouble of having to enter it over and over again.
    3. Click the Submit & Clear button to save your records and reset each field. You can still add more records, but you will start with empty fields.

Example of submitting a record

Uploading data

  1. From the  Record Data page, click on the green  Upload File button.
  2. Check your Excel or CSV against the Fields List to ensure that the columns match exactly with the listed fields. Otherwise, your upload will fail.
  3. Choose the date format that corresponds with the format used in the data you're importing. Your data will not import if the date formats do not match.
  4. Choose your Excel or CSV file.
  5. If your dataset contains required fields, you can choose whether to override those restrictions when uploading data by using the Required Fields setting.
    • If you select Required fields may be empty, LibInsight will treat your required fields as optional. If a required field is empty, LibInsight will continue to process your file.
    • If you select Required fields must contain data, LibInsight will not process your file unless all records contain valid data in your required fields.
  6. If your data contains Select fields, you can use the Allow Adding Options setting to choose what happens if your imported data contains values not found in those fields.
    • If you select No, then the import will stop and not add the unrecognized values to your field.
    • If you select Yes, then the unrecognized values will be added to the list of options in your Select field.
  7. Click the Upload Data button.
    • If the upload is successful, a confirmation message will appear at the top of the page.
    • If the upload failed, an error message will appear at the top of the page. This will detail the issues found in the file so you can correct them and try again.

Screenshot of the Upload File button

Example of uploading data 


Managing your records

To view, edit, and delete the records that you've personally entered into the dataset (either manually or by upload):

  1. On the  Record Data page, click on the  Manage Your Records button.
  2. If needed, adjust the date filters to view records you added during a specific date range.
  3. Click the Go button. All of the records listing you in the Entered By field will appear in a table.
    1. To edit a record, click on the Edit () button in the Actions column.
    2. To delete a record, click on the Delete () button in the Actions column. (This is permanent, so be careful!)

Screenshot of the Manage Your Records button

Example of generating a list of records

Example of options for managing records 


Managing uploaded files

  1. Click on the Uploads List​ tab to view a list of all successfully uploaded files.
    1. Click on the Download File () button in the Action​ column to download a copy of the file.
    2. Click on the Delete​ () button in the Action​ column to delete the file and its data.
      • If the file's Update Type​ is "Add to Existing", the values from the file will be deducted from the totals in your dataset.
      • If the file's​ Update Type​ is "Overwrite if Existing", then the corresponding records from the dataset will be deleted.

Options for managing uploaded files

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