From the task bar, select the Workbench tab. In the actions available space on the left, select Import Data'. A pop up window will ask you to select the file you wish to import. Only .xls (NOT .xlsx) and .csv file types are recognized. Hit 'Open' and move on to the next step.
In the next window that opens up, it is important to make sure the First row contains column headers box is checked. If unchecked, the uploader will try and make the word "Catalog number" fit into the catalog number format, and so on. Needless to say, it won't work.
From here, the workbench opens the mapping editor. This is where you 'link' fields from one Data Type (data table) to the columns of your spreadsheet. If using a spreadsheet generated by Specify, like the one attached to this page, there should not be any problems with the mapping. Still, give everything a look-over just to be sure. Backing errors out of the database once you've committed the data set is difficult and time consuming.
On the best of days, the Accession Number field auto maps to an unused field in the Accession table. Also be aware if you don't give end the taxon terms with the number 1, the auto-mapper will try and map to the Taxon table instead of the Determination table. In this case, a field which is not displayed on the form.
Here's how to fix it.
Another tricky one to be aware of is the 'Field Number' mapping. Left to its own devices, the mapping editor will connect the Data set column titled "Field number" to the CO field with the same title. This will result in the data set being unable to load. You would not get an error message when you go to upload this, the data would simply get slotted into a the wrong field.
For the other fields that are not automatically mapped, just follow the second part of the above instructions.