📍 Context
Kafinea General Interface
Kafinea allows you to import and export data in several ways, depending on your needs: manually via CSV files, or automatically through the API. This guide walks you through each method, whether you want to load your existing data when setting up Kafinea or export information on an ad hoc basis.
1. Import Data from a CSV File #
CSV import is the most common method for integrating a large volume of data into Kafinea. The process takes place in three steps.
Launch the Import #
From any module, click the Import button located at the top right of the list. The import form opens for this module.
Step 1 — Load the CSV File #
Select your CSV file, then specify:
- whether the file contains a header row
- the character encoding (UTF-8, ISO-8859-1…)
- the delimiter symbol (comma, semicolon, pipe, or caret)
Step 2 — Manage Duplicates #
Choose how to handle records that already exist in Kafinea:
| Option | Behavior |
|---|---|
| Overwrite | Replaces existing records with new data |
| Merge | Updates only the fields provided in the file |
| Ignore | Keeps existing records as they are |
You select the fields used to detect the match between a CSV row and an existing record (for example: email address, customer reference…).
Note: This step is optional. If your data is entirely new, you can skip it.
Step 3 — Map the Fields #
Associate each column of your CSV file with a field in the Kafinea module. You can also:
- Provide a default value for a field not present in the file
- Save the mapping (Save this mapping checkbox) to reuse it for future imports with a similar file structure
Tip: If a field is missing in Kafinea, you can create it directly from the layout manager without leaving the import process.
Click Import to launch the operation.
2. Export Data in CSV Format #
You can export data at any time from any module.
Launch the Export #
From the list of a module, click More > Export. Three options are available:
| Option | Scope |
|---|---|
| Export selected records | Only the records checked in the list |
| Export data from the current page | All records visible on the active page |
| Export all data | All records in the module |
The generated CSV file can then be opened in a spreadsheet or imported into another system.
3. Automate Data Exchange via the API #
Beyond manual operations, Kafinea has an API that allows you to automate data imports and exports with your other business software.
What the API Enables #
- Automatic import: external software sends data to Kafinea (for example, orders from an online store)
- Automatic export: Kafinea transmits data to an external system (for example, a list of parts to manufacture to production software)
- Workflow triggering: Kafinea’s workflows can automatically trigger these exchanges according to business rules you define
Example: A company with a robotic assembly line can benefit from the Kafinea API: for each new customer order, Kafinea automatically sends the list of products to manufacture (export), then receives confirmation that manufacturing is complete (import). A workflow then sends a notification to the customer to inform them that their order is being shipped.
Note: The API enables real-time or scheduled exchanges. For more information, consult the Kafinea API documentation.
4. Frequently Asked Questions #
What file formats are accepted for import?
Kafinea only accepts files in CSV format. If your data is in a spreadsheet (Excel, Google Sheets…), export it to CSV first.
Can I cancel an import?
No, an import cannot be canceled automatically. Carefully check your file and mapping parameters before launching the operation. In case of error, you will need to correct the records manually or perform a new import with the Overwrite option.
Important: Before any bulk import, it is recommended to test with a file containing only a few rows to validate the mapping and duplicate handling.
Does the import handle relationships between modules?
Yes, you can map a field from your CSV to a relationship field (for example, associate a contact with an existing organization). The match is made based on the field you choose as the matching key.
Can I schedule a recurring automatic import?
CSV imports are manual. For recurring and automated imports, use the Kafinea API, which allows you to schedule data exchanges with your other systems.
How do I export only certain records?
Use lists to filter the desired records, check them, then click More > Export > Export selected records.