Imports and review

Map a source

A mapping tells Biosphere what each row represents and which column fills each field. Biosphere saves it and uses it again for later arrivals with the same columns from the same source.

Start a mapping

1. Open the source in Inbox and choose who issued it in From. See Choose who issued records.
2. When no saved mapping fits, the mapping editor opens on its own under “Map source records”.
3. When a saved mapping fits, Biosphere selects it. To make a different one, select New mapping.

On the Files page, Unmatched sources lists uploads waiting for a mapping. Select Create mapping beside one to open it in Inbox.

Choose the record type

1. Optional: in Start from a saved mapping, choose an earlier mapping to copy its choices. Copied choices are suggestions only; new columns stay unmapped until you review them.
2. In Record type, choose what each row is. The list shows the types enabled for your business, such as Catalog variants, Contacts, Contact addresses, Locations, Physical stock items, Physical stock counts, Sales orders, Sales order lines, Purchase orders and Purchase order lines.
3. Select Continue.

Changing the record type after you’ve made choices asks “Discard your current mapping choices?”

Match the fields

1. In Source field identifying the record (for catalog variants, Source field identifying the variant), choose the column whose value never changes for that record, such as a SKU or the supplier’s product code.
2. In Source record type, choose the kind of ID that column holds, such as products or orders. To add one, type it, choose Create “products”, then select Use record type. Keep the same type when these IDs arrive in another file or channel.
3. Optional: when one column doesn’t identify a record on its own, open Identity options and tick up to seven more columns, such as a size column alongside the product code.
4. Under Destination fields, choose where each field’s value comes from:
   • a column from the file. Columns named like a field are chosen for you.
   • Nested field path, such as address.city, for structured files.
   • Related source record, to take a value from another record type in the same file, matched by a reference column.
   • Fixed value, to use the same text, number, yes or no, or an explicit clear for every row.
   • Keep as source evidence, to leave the field alone. The column stays with the original.
5. Map every field marked required.
6. Select Continue.

Set field options

Open Field options on a field to choose what an empty value does: Propose clearing the field (the default) or Keep the current field. For fields that refer to other records, Reference belongs to says whose IDs the column holds. For list fields such as Tags, tick Read JSON in text cells when the cell holds a JSON list.

Preview the mapping

The preview shows how many records are valid and how many have issues, each mapped field with its column, and the source columns left unmapped. Unmapped columns stay with the original. Saving the mapping doesn’t approve any changes. Select Continue.

Name and save the mapping

1. In Mapping name, enter a name, such as Alder price list. Saving under the same name later creates the next version.
2. In Future application, choose Manual review to approve each later arrival yourself, or Automatic after validation to let later arrivals apply on their own once they pass every check.
3. Select Save mapping version.

The source then moves to review. See Review and approve changes.

Reuse a saved mapping

When a new arrival from the same source has exactly the same columns, Biosphere selects the matching mapping for you. If several fit, the review says “Several mappings fit. Choose the one you want to use.” Choose it in Saved mapping, and open Review field definitions to check it.

A file with different columns needs a new mapping. In Start from a saved mapping, choose the old one to start from its choices.

Let later arrivals apply automatically

With Automatic after validation, Biosphere applies a later arrival on its own when:

• its source and columns match exactly one automatic mapping,
• it arrived after you saved that mapping, and
• it has no blocking issues, no item name another item already uses, and no field that a person or another source last changed.

Anything else waits in Inbox for you. Open Processing details on the source to see the result for each record type.

Confirm a draft mapping

A mapping saved outside the mapping editor, for example through an AI connection, starts as a draft. The review shows “Confirm this mapping”.

1. Check the fields under Review field definitions.
2. Optional: tick “Automatically apply future matching evidence after validation”.
3. Select Confirm mapping.

Manage saved mappings

On the Files page, Mapping templates lists every mapping version by name and version number, what it maps from and to (such as rows → catalog.variant), its status (active, draft or retired), its mode (manual or automatic) and when it was created. Filter with All versions, Active, Drafts or Retired.

To stop using a version, use its Retire button. Its history and earlier imports stay. Saving a new version of the same mapping for the same source and columns retires the earlier version for you.

What to know

• Saving a mapping never changes records. Approval is a separate step.
• A saved mapping can’t be edited. Save a new version instead.
• A mapping belongs to one source. Another supplier with the same columns needs its own mapping.
• If you leave with unsaved choices, Biosphere asks “Discard the unsaved mapping draft?”