Import Export

Import and Export Data

Import Workflow Overview

Every import follows the same four steps:

1. Get the table schema -- confirm field names, types, and required fields.
2. Prepare the data -- map your source columns to the table's field names.
3. Validate -- check that values match expected types and required fields are present.
4. Create records in batches -- send data in groups using createRecords.

Step 1 -- Get the Table Schema

Before importing anything, retrieve the target table's structure:

mcp__nocodb__getTableSchema  tableId: "tbl_abc123"

From the response, note:

• Field names (exact spelling and capitalization)
• Field types (text, number, date, single-select, etc.)
• Required fields (fields that cannot be left empty)
• Unique fields (fields that reject duplicate values)
• Select options (allowed values for single-select and multi-select fields)

Step 2 -- CSV Import Pattern

When the user provides a CSV file or CSV-formatted text:

1. Read the CSV content (from a file or pasted text).
2. Parse the header row to get column names.
3. Map each CSV column to the corresponding NocoDB field name. If names differ, create a mapping (e.g., "customer_name" in CSV maps to "Customer Name" in NocoDB).
4. Convert values to the correct type:
   • Numbers: remove currency symbols, commas, and whitespace.
   • Dates: convert to ISO format (YYYY-MM-DD).
   • Booleans: convert "yes/no/true/false" to true/false.
   • Single-select: verify the value is one of the allowed options.
5. Build record objects with fields matching the schema.

Batch Creation

Send records in batches of 100 to 500. Larger batches (up to 2000) are possible but risk timeouts on slower connections.

mcp__nocodb__createRecords
  tableId: "tbl_abc123"
  records: [
    { "fields": { "Name": "Alice", "Email": "alice@example.com", "Amount": 150 } },
    { "fields": { "Name": "Bob", "Email": "bob@example.com", "Amount": 200 } },
    { "fields": { "Name": "Carol", "Email": "carol@example.com", "Amount": 175 } }
  ]

Repeat for each batch until all records are imported.

Recommended Batch Sizes

Step 3 -- JSON Import Pattern

When the user provides JSON data (an array of objects):

1. Read the JSON array.
2. Map each object's keys to NocoDB field names.
3. Wrap each object in a { "fields": { ... } } structure.
4. Send in batches using createRecords.

Example -- source JSON:

[
  { "name": "Widget A", "price": 29.99, "category": "Tools" },
  { "name": "Widget B", "price": 49.99, "category": "Parts" }
]

Mapped for NocoDB:

mcp__nocodb__createRecords
  tableId: "tbl_products"
  records: [
    { "fields": { "Product Name": "Widget A", "Price": 29.99, "Category": "Tools" } },
    { "fields": { "Product Name": "Widget B", "Price": 49.99, "Category": "Parts" } }
  ]

Data Validation Before Import

Run these checks before sending any records:

Export Workflow

To export records from a NocoDB table:

Export All Records

Use pagination to fetch every record:

mcp__nocodb__queryRecords
  tableId: "tbl_abc123"
  page: 1
  pageSize: 200

If the table has more than 200 records, continue with page 2, 3, and so on until the response returns fewer records than the page size.

Export with Filters

Export only a subset:

mcp__nocodb__queryRecords
  tableId: "tbl_orders"
  where: "(Status,eq,Completed)~and(OrderDate,isWithin,pastMonth)"
  page: 1
  pageSize: 200

Export Specific Fields

Select only the columns needed:

mcp__nocodb__queryRecords
  tableId: "tbl_contacts"
  fields: ["Name", "Email", "Phone"]
  page: 1
  pageSize: 200

Presenting Exported Data

After fetching records, present them in the format the user needs:

• Table -- formatted markdown table for quick viewing.
• CSV -- comma-separated values the user can copy-paste or save.
• Summary -- bullet points or grouped lists for reports.

Always state the total record count. Use mcp__nocodb__countRecords to get the total before paginating, so you can tell the user how many pages to expect.

Deduplication Before Import

Before importing records that might already exist, check for duplicates:

1. Identify the field that should be unique (e.g., Email, SKU, Order ID).
2. Query the table for existing values:

mcp__nocodb__queryRecords
  tableId: "tbl_contacts"
  where: "(Email,eq,alice@example.com)"
  fields: ["Email"]
  pageSize: 1

3. If a match is found, skip that record (or ask the user whether to update or skip).
4. For bulk deduplication, query all existing values first:

mcp__nocodb__queryRecords
  tableId: "tbl_contacts"
  fields: ["Email"]
  pageSize: 1000

Then compare your import list against the results and remove matches before creating.

Cross-Table Data Migration

To move or copy data from one table to another within NocoDB:

1. Query the source table:

mcp__nocodb__queryRecords
  tableId: "tbl_source"
  page: 1
  pageSize: 200

2. Transform the data to match the target table's schema. Rename fields, convert types, and add any required default values.

3. Create records in the target table:

mcp__nocodb__createRecords
  tableId: "tbl_target"
  records: [ ... transformed records ... ]

4. Verify by counting records in the target:

mcp__nocodb__countRecords  tableId: "tbl_target"

Best Practices

• Always check the schema first. Field names must match exactly. A single typo means the data goes into the wrong column or gets rejected.
• Start with a small test batch. Import 5-10 records first, verify they look correct in the table, then import the rest.
• Use batches of 200-500. This balances speed with reliability. If a batch fails, you lose fewer records.
• Verify after import. Count the records and spot-check a few to confirm data landed correctly.
• Handle errors per batch. If one batch fails, log which records were in it and retry just that batch. Do not re-import everything.
• Report progress. For large imports, tell the user after each batch: "Imported 200 of 1,400 records (batch 1 of 7)."
• Never skip validation. Importing bad data is worse than a slow import. Check types, required fields, and select options before sending.