Inbox
Review and approve changes
Before anything from an import reaches your records, Biosphere shows exactly what it would create or update. You approve that exact list, all of it or only the rows you choose.
Review the changes
- Open the source in Inbox. With a mapping chosen, the heading reads “Review before importing”.
- Select Review changes. Biosphere reads the rows through the mapping and lists the result, such as “3 to create, 12 to update. Nothing has changed yet.”
- Check each change:
- its key and whether it creates, updates or is unchanged
- how it matched an existing record: by the source’s record ID, by SKU, by reference, or as a new record
- each field’s current value and proposed value, side by side
- Page through long lists with Previous and Next.
Approve the changes
- Select Approve import.
- Biosphere saves the changes and confirms how many records were created and updated. The heading changes to “Changes approved”.
Approving the same review twice changes nothing the second time. The source shows Completed once every row and record type in it is approved.
Approve only some rows
- Under Source records, select Choose records.
- Tick the rows to include. You can include up to 500 rows at a time, and only rows marked Read.
- Select Review changes, then the Approve import button.
The other rows stay in review, and the source stays Needs review until they are approved too, or you dismiss the review. To include every row again, select Use all rows.
Refresh an out-of-date review
The review is tied to your records as they were when you selected Review changes. If something changes first, such as someone editing one of the records or approving a record match, approval says “The reviewed changes are out of date. Refresh the preview before approving.”
- Select Refresh review.
- Check the changes again.
- Select Approve import.
Handle a name another item already uses
Item names are unique in your business. When an imported item’s name is already taken, the review keeps the records apart by adding a detail to the new name. It shows the mapped name, an arrow, the adjusted name, and “Another item already has this name.” Select Open existing to look at the item that holds the name.
If the rows really belong to that existing item, use the “Same item — add these SKUs to …” button above the changes instead. See Match imported records to existing ones.
Review several record types
A file can hold more than one record type, such as several workbook sheets, or both supplier and catalog details from a document. A menu at the top of the review lists each type with its row count. Map, review and approve each one in turn.
What to know
- Nothing changes until you approve. Saving a mapping or opening a review never changes records.
- Approved changes go through the same checks as edits made by hand, and are recorded with who approved them and the source they came from.
- Scout can’t approve imports. A person approves them in the app.
- Once anything from an arrival is approved, its source can’t be changed.
- To stop working on a source without approving it, dismiss the review. See Use the Inbox.