Data Importing

StructureGram allows you to import company information directly from ASIC (Australian Securities and Investments Commission) company extracts. This saves time by automatically extracting company details, directors, secretaries, and shareholders.

How It Works

1. Upload an ASIC company extract PDF
2. Review the extracted entities and relationships
3. Decide how to handle each entity (create, link, or skip)
4. Execute the import to add data to your workspace

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Duplicate Detection

StructureGram automatically detects potential duplicates to prevent creating redundant records. The system checks for duplicates at two levels:

Entity Duplicate Detection

When you upload an ASIC extract, the system searches your existing workspace for matching entities:

For Companies:

For Individuals:

What happens when a match is found:

• Exact match: Automatically defaults to "Link" (you can override this)
• High/Medium match: Shown as a warning — you decide whether to link or create
• No match: Defaults to "Create"

Relationship Duplicate Detection

When both the source and target entities are linked to existing records, the system checks whether a relationship already exists between them.

Example: You're importing a director relationship between John Smith and ABC Pty Ltd. If:

• John Smith is linked to an existing individual, AND
• ABC Pty Ltd is linked to an existing company, AND
• A director relationship already exists between them

Then the relationship is automatically marked as Skip to prevent duplicates.

Important: Relationship duplicate detection only runs when BOTH entities are linked to existing records. If either entity is set to "Create", no duplicate check occurs (since a new entity can't have existing relationships).

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Entity Actions

When reviewing extracted data, you choose an action for each entity:

Create

Creates a new entity in your workspace with the extracted data.

• Use when the person or company doesn't exist in your system
• A new record is created with all the extracted details
• Any relationships involving this entity will be created

Link

Links to an existing entity instead of creating a duplicate.

• Use when the person or company already exists in your workspace
• No new entity is created
• Relationships will connect to the existing entity
• The system suggests potential matches based on:
  • Companies: ACN match or similar legal name
  • Individuals: Name and date of birth match

Skip

Excludes the entity from the import entirely.

• Use when you don't want to track this person or company
• No entity is created or linked
• Any relationships involving this entity will NOT be created

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Examples

Example 1: New Company Import

You import "ABC Pty Ltd" with directors John Smith and Jane Doe.

Relationships created:

• John Smith → Director of → ABC Pty Ltd ✓
• Jane Doe → Director of → ABC Pty Ltd ✓

Example 2: Existing Director

You import "XYZ Holdings" but John Smith already exists in your workspace (exact match on name + DOB).

Relationships created:

• John Smith (existing) → Director of → XYZ Holdings ✓
• Jane Doe → Director of → XYZ Holdings ✓

Example 3: Both Company and Director Exist

You import an extract for "ABC Pty Ltd" but both the company and John Smith already exist with an existing director relationship.

Relationships:

• John Smith → Director of → ABC Pty Ltd → Auto-Skipped (already exists)

Example 4: Skipping an Entity

You only want to import the company, not the officers.

Relationships created:

• None (both directors were skipped)

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Tips

• Review carefully before executing — imports cannot be undone
• Trust exact matches — they're auto-linked because they share unique identifiers (ACN or Name+DOB)
• Verify high/medium matches — these are suggestions; check that it's the right person/company
• Link when possible — this prevents duplicate records and maintains data integrity
• Skip irrelevant data — you don't need to import every officer
• Imported entities are marked with their source for easy identification

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Supported Formats

Currently supported:

• ASIC Company Extract PDFs (text-based)

Coming soon:

• Scanned PDF support (image-based documents)
• CSV/Excel import

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Related Topics

• Connecting to Xero Practice Manager — set up the XPM integration
• Xero Practice Manager Sync — import entities from XPM
• Push to Xero Practice Manager — export entities to XPM
• XPM Reconciliation — compare and resolve SG vs XPM differences
• Understanding Groups — organize imported entities into groups
• Relationship Types Reference — supported relationship types