Updating a codelist using export-import functions

Editing a codelist in Excel

You can download a codelist to your workstation as a Microsoft Excel file by using the “Export code list Excel” function. You can continue to edit and save the changes in the Microsoft Excel file.

When you have the editing rights for the codelist, you can import this modified codelist back to the Reference Data tool, i.e. you can use it to replace data in the existing codelist. To do this, select the “Update code list“ function from the “Choose action” drop-down menu on the Codes list page.

• Note! When you use the Export function, the Reference Data tool adds a set of control data to the Excel file even if there are not any codes in your codelist, yet. To ensure that the application can correctly import the data added by you, you must import the data by using the “Update code list” function. The “Import codes” function can be used only to import entirely new codes, it cannot be used in the export-import function.

Data is combined on the basis of CodeValue, i.e. the value of the code (UUIDs should be removed from the codelist that will be imported).

Only code lists in DRAFT or SUGGESTED status can be updated by importing. A VALID code list can be replaced only by making a new version of the code list.

Importing and exporting the same codelist

An Excel file can be used to edit the codelist and to add codes because an exported codelist can be imported to the Reference Data tool again.

The imported codelist will replace the codelist in the Reference Data tool:

• Entirely new codes are added to the codelist.
• The codes that have changed are overwritten (new information is written on top of old information).

Deletions cannot be made through an Excel file but must be done through the user interface instead.

Adding codes from an Excel or CSV file

You can add codes in the Codes tab by selecting "Update code list" from the drop-down menu.

Select the format of the file you want to import to the tool and the file itself. The import begins when you click the "Import" button.

The Import function can read multiple date formats as long as the fields are defined as a date field in Excel.