Bulk upload datasets

In this guide

Overview
Understand the Excel template
Bulk upload datasets

Overview

Upload multiple datasets at once using a single Excel file. Bulk uploading allows you to create complete dataset records—including nested properties like distributions and data dictionaries—in a single upload. A template file is available for you to fill out with your dataset information.

Bulk upload saves time especially when:

• Migrating datasets into Metadata Capture
• Creating complex datasets with nested properties including distributions and data dictionaries
• Creating new keywords that are not yet in your organisation's controlled vocabularies

To understand the dataset workflow after creation, see: The dataset lifecycle.

Understand the Excel template

Before you begin, download and review the bulk upload Excel template to familiarise yourself with its structure and requirements.

The template file contains three template sheets designed to capture different aspects of your datasets (and two reference sheets):

• README: Contains guidance and conventions for filling out the template
• DatasetTemplate: Use this sheet to enter core dataset metadata fields (title, keywords, etc.)
• DistributionTemplate: Use this sheet to enter information about how users can access your datasets
• DataDictionaryTemplate: Use this sheet to describe the structure and meaning of your dataset fields
• ControlledVocabularies: Reference sheet with DCAT-AP-LU controlled vocabularies for formatted fields. Use this to find valid values when filling out the "Template" columens with green headers.

Template conventions

• Green headers: Cells with controlled vocabularies or formatting rules—efer to the ControlledVocabularies sheet for values.
• Fields with **: Mandatory—imports fail without these values
• Fields with *: Recommended for metadata quality
• Use the pipe character (|): To separate multiple values in a single cell. For example: health|society|policy
• Light grey texts: Shows examples for reference

Bulk upload datasets

To add datasets in bulk, you must be an Editor or have the permission to add datasets. Check your permissions.

1. Select the upload icon () on the main menu.

   

2. Select Download Sample Excel Template. The template downloads as an .xlsm file that you can open in Excel.

   

3. Review the README sheet for guidance and template conventions.

   

4. Fill out the DatasetTemplate sheet with your dataset information. Use the ControlledVocabularies sheet to find valid values for formatted fields (green headers).

5. (Optional) Fill out the DistributionTemplate sheet:

   • Link distributions to datasets using the DataSet Title column (must match exactly)
   • Each row represents one distribution (access method) for a dataset
   • A single dataset can have multiple distributions—for example, one for raw data and another for statistical analysis
   • Provide the Access URL (mandatory) and Format (recommended) for each distribution

6. (Optional) Fill out the DataDictionaryTemplate sheet:

   • Link data dictionary entries to datasets using the DataSet Title column (must match exactly)
   • Document each field or column that exists in your actual data source—for example, if your data contains fields like Employee ID, Name, Department, and Hire Date, list each one with its description and data type
   • Specify data type (Integer, String, Boolean, Date, etc.) for each field
   • Mark personally identifiable variables using TRUE or FALSE
   • Data dictionary entries help Data Users understand what fields they'll see when accessing your dataset

7. Save your completed file.

   Keyword management

   Any new keywords you include in the upload file are automatically created as part of the upload process. While this simplifies keyword management, ensure keywords are well-defined and relevant to improve dataset discoverability. Learn more about keywords and vocabulary management.

8. Return to Metadata Capture and select Upload Excel file, then select your completed file.

9. Select Create Dataset. The system processes your file and creates the datasets with their associated distributions and data dictionaries.

10. After processing completes, the dashboard opens and your new datasets appear in the Draft tab.

What's next?

Well done! Now that you have created the datasets, you must submit them for review to move them through the publication process.