Use AI Import to turn your Excel information request list (IRL) or questionnaire into a ready-made folder structure within a Data Collection. Instead of manually building the structure yourself, AI reads your file and creates the folders and subfolders for you.
Please note: Only Excel files (.xls or .xlsx) can be converted with AI Import; other file types, such as Word or PDFs, are not supported, so you must use the Import template option. If your Excel file contains multiple tabs, each tab is converted into its own Data Collection. Every tab must be imported separately and then use Split View afterwards to merge these Data Collections into a single folder structure.
To use the AI Import template, follow the steps below:
1. Go to Data collections and click the plus sign (+) to start a new Data Collection.
2. Select Import your request list, then drag and drop your Excel questionnaire, or browse your computer to select the file.
Please note: You can only select and convert one sheet at a time, so if your file has multiple tabs, each sheet you import creates its own Data Collection. Every sheet can be imported by clicking on the plus sign (+) to start a new Data Collection and the next sheet can be processed. Once you have imported all the sheets you need, see "Merging Multiple Data Collections with Split view" below to combine them into one folder structure.
3. Review the proposed folder structure carefully. Folders marked with the AI symbol were generated automatically by AI, for example when a folder name was missing from your file. All other folder names and descriptions are copied directly from your file. Once everything looks correct, select Continue.
Tip: Double-check folder names and capitalization before continuing. Since AI generates suggestions for missing information, wording may occasionally differ slightly from your original file.
4. Enter a name for your Data Collection and set the user access. When you’re done, select Create collection to finish.
Merging multiple Data Collections with Split view
If your Excel file has multiple tabs, the AI Import template gives you separate Data Collections per tab. Once you have imported all the sheets you need, follow these steps to combine them into a single folder structure:
1. Open one of the new Data Collections, then select Split view from the menu on the left.
2. Using the drop-down menus at the top of each pane, select the Data Collection you want to keep as your main structure on one side, and one of the other Data Collections on the other side.
3. Drag and drop the folders from the second Data Collection into the main one. You can also cut/copy and paste or use the multiselect option to move several folders at once.
4. Repeat the previous two steps for each remaining Data Collection, always selecting your main structure on one side, until all folders have been combined into one.
5. Close Split view using the X in the top right corner. You will be returned to your main Data Collection, now containing the combined folder structure.
Tip: The now-empty Data Collections can be deleted once you have moved all their folders into your main structure, so only the combined Data Collection remains.