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Darian's avatar
Darian
Qrew Trainee
1 month ago
Solved

Data Migration

Since QuickBase is making new RecordID how do i go about migrating into the RecordID used by QuickBase instead of relying on PersonID and OrderID/PersonID of the old database where the exports are co...
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  • MarkShnier__You's avatar
    MarkShnier__You
    1 month ago

    If you have a unique field in the parent record which is marked as being unique, then there is a recent feature in the last year or two, which makes it highly convenient to import child records. When you include that key field in the import for the children it will automatically link those children to the correct parent in Quickbase, even if the Key field in the Parent is still [Record ID#]. That means that you don't need to mess around with VLOOKUP in Excel anymore.

Denin's avatar
Denin
Qrew Captain
1 month ago

You can set a different field to act as the key in Quickbase. But what I normally do is:

  1. Create the parent table and import the parent data so Quickbase assigns Record IDs.
  2. Export the parent table from Quickbase as a CSV.
  3. Create the child table (schema only, don’t import data yet).
  4. Create the relationship between the parent and child tables.
  5. In Excel, add a “Related Parent” column to your child dataset. Use VLOOKUP (or XLOOKUP) to match your original key to the parent CSV and pull in the correct Record ID.
  6. Import the child data into Quickbase. The “Related Parent” column will automatically link each child record to the correct parent.
Darian's avatar
Darian
Qrew Trainee
1 month ago

That's kind of what I thought i would have to do.  I will create a new table in the SQLServer with the RecordID for when I need to export data into QuickBase.  I didn't know if there was another way or not.

  • MarkShnier__You's avatar
    MarkShnier__You
    Icon for Qrew Legend rankQrew Legend
    1 month ago

    If you have a unique field in the parent record which is marked as being unique, then there is a recent feature in the last year or two, which makes it highly convenient to import child records. When you include that key field in the import for the children it will automatically link those children to the correct parent in Quickbase, even if the Key field in the Parent is still [Record ID#]. That means that you don't need to mess around with VLOOKUP in Excel anymore.

    • Denin's avatar
      Denin
      Qrew Captain
      1 month ago

      Forgot about this, definitely try this first. 

    • Darian's avatar
      Darian
      Qrew Trainee
      1 month ago

      I over think things sometimes, but I think this is a use case ...

      This was kind of my next question leading up to my inquiries.  Is there a way to make a related field during the import or is that manually done after the import in the table-to-table relationship pages? 

      Furthermore, if I name a field Record ID then would QuickBase make that the Record ID or will the backend system make another unique record ID for the table... or, in essence, do we have control on whether a new table has our own Record ID or not?

      • MarkShnier__You's avatar
        MarkShnier__You
        Icon for Qrew Legend rankQrew Legend
        1 month ago

        You need to make the relationship first.  During that process it will auto suggest creating a new field called [Related "Parent"] which will hold the Record ID# number of the Parent record.

        Every table has 5 built on fields that you can rename but not delete.  One of them is Record ID#. 

        If you try to create a new field with the same name it will not allow a duplicate name, so it would be called [Record ID#2] which would be confusing.

        If you did want to have the Key field be what is called a custom key field, you can make any field which is Unique the Key field.