Overview
Problem
Goals
Research
Solution
Import Formats
To help users manage large datasets more efficiently, we introduced a way to bulk import records using spreadsheets. Users often collect or receive data from different partners, each with their own spreadsheet format, so we needed a flexible solution that could accommodate varied layouts without forcing a strict template.
Role: UI/UX Designer
Tools: Figma
Users were spending significant time manually entering individual records into the system. A bulk import feature was the clear solution, but the challenge was that users rarely shared a standardized spreadsheet. Some created their own files, while others received spreadsheets from upstream or downstream partners that used different column names, units of measure, or structures. Existing solutions that required users to reformat their data caused friction and errors. We needed an import workflow that adapted to users, not the other way around.
Our goal was to enable users to import large volumes of records using the spreadsheets they already had, while reducing manual entry time and minimizing errors. We also wanted a system flexible enough to support multiple spreadsheet configurations, knowing users often receive data from many sources.
Through discussions with users, many expressed frustration when tools forced them into rigid templates that didn’t reflect how their data was collected. This validated the need for an adaptable import experience that supported their existing workflows rather than requiring new ones.
To support the wide range of spreadsheet formats users worked with we designed a flexible import experience that adapted to their existing workflows rather than forcing new ones.
The final solution included a mapping flow that allowed users to upload any spreadsheet structure, match their columns to system fields, and save those mappings as reusable Import Formats. This enabled users to maintain multiple formats for different partners, significantly reducing the time spent reformatting data.
To support transparency and ease of management, we also added an import log and a clear way to switch between using the standard template or a saved format.
After release, users reported faster record creation, fewer errors, and appreciation for the flexibility to work with the spreadsheets they already had. The feature streamlined bulk imports while remaining adaptable to the diverse data sources users relied on.
