# Importing and managing data

> Upload an Excel file, download data again and maintain the dimensions and structure of a model in finstory.

Page: https://help.finstory.ai/importing-and-managing-data/
Updated: 2026-11-12

How figures get into finstory, how to upload an Excel file, how to download data again, and how to maintain the structure of a model. Most of this page is for admins and power users.

## How data gets in

| Way | Use it for | Where |
| --- | --- | --- |
| Excel upload | Figures you keep in a spreadsheet, such as a budget. | **Data Models** > a model > **Upload** |
| Connection | Figures from a source system, loaded on request or on a schedule. | Ask Reeve. See [Integrations and connectors](https://help.finstory.ai/integrations-and-connectors.md). |
| Workbook import | A new model built from an Excel workbook (.xlsx, up to 20 MB). Editor role or above. | Give the workbook to Reeve in the chat. |

## Data Models

Choose **Data Models** in the menu. The list shows each model with its sources and its last load. Click a model to open its tabs: **Structure**, **Upload** and **Download**.

- **Add model** creates a blank model (standard dimensions and one Actual scenario) or a copy of another model's setup without its data.
- **Rename** changes a model's name.
- **Delete** removes a model and its data. Only admins can do this, and the default model cannot be deleted.

## Upload an Excel file

The file needs one row per figure, with a column for each thing finstory must know about it. Supported formats are .xlsx and .xls.

1. Open **Data Models**, click the model and open the **Upload** tab.
2. **Upload & Setup**: drag the file onto the page or click to browse. If the file has several worksheets, select one.
3. **Map Columns**: match your columns to finstory's fields. Six fields are required: Account, Entity, Category (the scenario, such as Actual or Budget), Year, Period Level 1 (the period, such as the month) and Amount. You can also map Currency, further period levels and your custom dimensions.
4. Still in **Map Columns**, save the mapping as a template if you want to reuse it. If the file holds accounts or entities that finstory does not know yet, you can add them from this step.
5. **Review & Upload**: choose how to load the file.
    - **Replace data in this scope** first deletes the existing figures for the combinations in your file. Check the list of what will be deleted, choose **Delete Existing Data**, then upload.
    - **Add to existing data** keeps what is there and adds the file's rows.
6. Choose the upload button, which shows the number of records in your file.

If a report still shows old figures after an upload, go to **Settings > General** and choose **Clear now** under **Clear saved report figures**.

## Download data

1. Open the model's **Download** tab.
2. Narrow the download by **Years**, **Entities** and **Categories**. An empty filter means all values.
3. Choose **Download Excel**.

## Manage dimensions and structures

Open the model's **Structure** tab. It has a tab for each dimension: Entity, Account, Period, Category, Measure (when in use) and your custom dimensions.

| To | Do this |
| --- | --- |
| Find a member | Type in **Filter dimensions by code or name**. |
| Add a member | For a top-level member, use the add button at the top of the tab, such as **Add Root Account**. For a member under a parent, open the menu on the parent's row and choose **Add Child**. |
| Change a member | Open the menu on its row and choose **Edit**. You can change the name and settings, not the code. |
| Move a member | Drag it to another parent, or use **Move Up** and **Move Down**. |
| Show a member under a second parent | Choose **Add Shared Member**. **Remove from rollup** takes it out again. |
| Delete a member | Choose **Delete**. |
| Copy a structure in or out | Use **Export JSON** and **Import JSON**. An import shows what it adds and removes before you confirm. |

Your edits are saved only when you choose **Save** in the bar that says **You have unsaved changes**. **Cancel** drops them.

Good to know:

- An account needs an **Account Type** and an **Aggregation Sign**.
- A category has a **Data Load View**: **Periodic** if its figures are loaded per period, **YTD** if they are loaded year to date.
- The Period calendar is shared by all models. A period cannot be deleted while any model holds data for it.