---
title: "Setting up the import task"
canonical: "https://support.soutron.net/space/HG/3278787/Setting%20up%20the%20import%20task"
format: markdown
---
This section describes the process of setting up a task for the import you have [defined](http://confluence.soutron.net/Creating_an_import_profile.html).
---
**To access Task Maintenance, select** **System Management > Task Centre > Task Maintenance**.
To create a task, click **Create task** in the Actions menu.
The following screen opens:
# General settings
The General Settings allow you to define overall settings for the task:
| | |
| --- | --- |
| **Task Active** | Leave this option ticked if the task is to be active; un-tick if not |
| **Task Description** | Enter a name for the task, such as "Import records" - this is helpful when viewing the list of tasks |
| **Task Accessibility** | Select whether the task is private (only visible to you) or can be seen by all staff |
# Task specific settings
When you click on this tab, the following screen is displayed:
Complete these as follows:
| | |
| --- | --- |
| **Task Type** | Select "Data Maintenance" |
| **Task** | Select "Catalogues Import" |
| **Select template for notification** | Click **Select template** to select a previously defined [email template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278073) to notify you when the import has finished, or create a new one at this point.
The following selection screen appears:
Select the correct template by ticking the box and then clicking **Select template** in the Actions menu.
Alternatively, you can [create a new template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278073) here if you have not already done so, by clicking **Create new template** in the Actions menu.
Either way, you are returned to the main screen, with the template name displayed:
 |
| **Provider** | Select "Custom" |
| **Language** | Select the language for the office |
| **Office** | Select the office to whom the records belong |
| **Content Type** | Select the Content Type to which the imported records are to be assigned |
| **Record Type** | Select the Record Type to which the imported records are to be assigned |
| > Macro (anchor)
**Import Configuration** | Select the previously defined [import profile](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278574)
> ❌ **Caution**! Ensure that the import profile has actually been saved in the box - you may need to select it twice. |
> ⚠️ If your import file contains records to be updated in the catalogue, as opposed to new records, if a match cannot be found for the incoming record, a new record is created, with the Content/Record Type selected in the task above.
# > Macro (anchor)
Export settings
Next click on the Export settings tab. This is where you define who the notification email is to be sent to. The following screen displays:
> Macro (excerpt)
>
> Select the following options, which are generally predefined according to the task:
>
> | | |
> | --- | --- |
> | **Standard** | Select "Soutron" |
> | **Report Format** | Select "HTML" |
> | **Receive Method** | Select "Email" |
> | **Report File Name** | Leave as "Report file" |
> | **Report Compression** | Leave the compression as "None" |
> | **Email data delivery method** | This is predefined as "Include data as attachment" |
> | **Mail To:** | Enter the email address of the person to whom the import notification email is to be sent |
> | **Mail CC:** | Enter the email address of the person to whom the import notification email is to be CC'd |
> | **Mail BCC:** | Enter the email address of the person to whom the import notification email is to be BCC'd |
> | **Mail Subject:** | Enter a subject, such as "Import status report" |
# Finishing the process
Finally, you need to set up the schedule for the task: click on the [Scheduler Settings](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279535) tab.