Ideally, datasets should be uploaded to the test database prior to introduction to the production database. This helps ensure no surprises are introduced into the production environment- only 'clean' and tested data, with a structure that won't corrupt the database.
This page assumes you have a .xls ready to upload.
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.
Attached to this page, there's a template for creating an XML document that will map easily to the database. If you use your own, there are a couple of things to be aware of.
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.
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.
Here's how to fix it.
For the other fields that are not automatically mapped, just follow the second part of the above instructions.