How to Import Flat Files in SQL Server? Learning Top Methods

When it comes to moving data between systems or adding data to databases, flat files become one of the simplest ways of doing so. However, in case of databases, the database administrators must be aware of how to import flat files in SQL Server to add the data from external systems to SQL Database. With the help of this technical write-up, we will learn more about these flat files and how these flat files in SQL help users with data management. 

But before getting into the technicalities of the process, why don’t we take a look at what flat files are and how they work?

What is a Flat File in SQL? Overview & Functionalities

When it comes to databases, the flat files are specified as simple databases that store all the data in a two-dimensional file, mainly in text formats. To simplify the definition, these fiat file databases store the entire data into rows and columns, which might look similar to spreadsheets.  In these files, each line signifies a record, and all the fields in these databases are separated by commas or tabs. Flat files are lightweight and portable files to store and share data across platforms. Let’s take a look at the reasons first and then proceed with steps to how to Import Flat files in SQL Server. Here are some of the reasons these flat files are used:

• One of the most common reasons for using flat files is data import and export. Flat files are mainly stored in TXT or CSV formats. These file formats are universally supported and can be easily imported into SQL Server databases or exported to other systems in a simpler way. 
• Another reason for using flat files is for data integration purposes. When a user performs an ETL (Extract, Transform, and Load) operation, it often becomes much easier with these flat files to transfer data between systems, environments, and platforms.
• For convenient data archival and backup, flat files offer a quicker way. They help to efficiently archive small databases without requiring a complex database setup.

These are a few common reasons for using flat files in SQL. So far, we are now aware of what these flat files are. However, there are certain challenges a user might encounter while dealing with flat files, so let’s take a look at them and find best solutions to resolve them effectively.

Challenges While Importing Flat Files to SQL Database

Here are some of the problems a user might encounter while dealing with flat files in SQL. We will now understand them thoroughly and then move to how to Import Flat files in SQL Server in a secure way.

• Data inconsistencies are a common issue that the database administrators deal with during the import process. 
• Next is the data type mismatch issue; if the data types aren’t properly mapped for the import, it can result in mismatched data and further lead to an unsuccessful import process.
• One of the biggest challenges encountered is the incomplete flat files or corrupted files. These files create issues during the import process and can lead to bigger issues such as data inaccessibility.

• Another common challenge while importing the files are access and permission issues. These can also create various challenges for users to proceed with the import method. 

Let’s now move to the steps on how these files can be loaded to SQL Server database.  

How to Import Flat files in SQL Server?  Explaining All Steps

We have already learned so far what flat files are, so we will now take a look at how these files can be efficiently imported in SQL. Follow these steps accurately to avoid any data loss risks during the process. Before getting on the steps directly, we will first take a look at the prerequisites of the method.

Prerequisites to Import flat files in Database

• The first thing required for the process is to ensure whether the flat file is in a proper format or not. The source flat file must be in an appropriate format (CSV or TXT) and must have consistent delimiters such as commas and tabs. 
• Next, it is mandatory to ensure that the user has required read access to the specified flat file location and further the write permissions to the destination SQL Server database.
• The file path for the desired flat file must be correct for import command or import wizard for a successful import. 
• Necessary tools like SQL Server Management Studio are required to be installed for the process. 

These are all the important things to keep in mind before beginning the process of import flat file to SQL Server. Now, let’s move to the steps to complete the task in an efficient manner. 

How to Import Flat files in SQL Server? Step-By-Step Process Explained

1. The first step is to open SQL Server Management Studio. Connect it to required SQL Server instance.
2. Then, choose the destination database for importing flat files in SQL. Go to Object Explorer and then right-click on the desired database to import the flat files.
3. Next, from the pop-up, select Tasks and then choose the Import Flat File option. 
4. The Import Flat File Wizard will open. From there, browse and load the specified flat file (.csv or .txt). 
5. Wizard will then detect the formatting of the file. Click on the Preview Data Option to ensure the data is being read correctly. 
6. Next, it is important to add the required table details for secure flat file import. Verify whether the column name and data types are matching. 
7. Then, after adding the required data, click on the Finish button to import the flat files. 
8. After the process, verify that the data import is successful and precise. 

Now, these steps will allow you to efficiently proceed with how to Import Flat files in SQL Server. Following all the steps are crucial when it comes to loading flat files in SQL. Let’s now take a look at the best practices to ensure a safe import. 

Best Practices For a Safe and Secure Flat File Import

Here are a few steps to make the process safe and efficient for users and database administrators. 

• Always validate the data before import to ensure that the data is in the right format. This will help with a smooth import process. 
• Avoid using the production tables directly, and use the staging table for the import process. This will prevent any data loss or corruption risk directly on the production table. 
• While importing flat files, check and validate the column names and datatypes to avoid data mismatch.
• In case there are large flat files, it is better to import them in batches. 
• After importing the data, validate it to ensure all the data is secure and accurate.

Conclusion

With the help of this write-up, we have discuss thoroughly about how to import Flat files in SQL Server? To help users understand the topic more clearly, we have also explained the complete concept of flat files in SQL Server, while elaborating the steps on how to carry out the entire process efficiently.