This guide explains when to use Insert, Update, and Replace for inland and rating rate imports, what each action does to existing lane data, and the safest workflow for maintaining clean pricing records.

Recommended default workflow: export the current inland or rating data, make edits in that same file, and re-upload it using Update. This preserves record matching, reduces remapping effort, and makes additions and omissions easier to review.

How to choose the right import action

Each import action serves a different purpose. The best choice depends on whether you are introducing brand-new lanes, revising existing lanes, or intentionally replacing an entire dataset.

Insert: Initial loads or adding net-new lanes. Existing lanes are not matched or changed. No effect on existing lanes
Update: Changing rates or fields on existing lanes. Matched records are updated; unmatched rows can be added as new lanesMissing lanes are kept and shown as omissions
Replace:Full dataset refresh. Existing records are deactivated and replaced by the uploaded file. Anything not in the new file is effectively retired with the old dataset

Insert

Use Insert when you want to create records that do not already exist in the system. This is the simplest import mode and is generally appropriate for first-time uploads or deliberate additions of new lanes.

When to use Insert

Loading a new rate file for the first time
Adding lanes that are not currently in the dataset
Importing a file where record matching to existing Winmore IDs is not needed

What Insert does

Creates a new record for each imported row
Does not use the upload to modify existing records
Leaves previously existing lanes unchanged

Important: using Insert when the lanes already exist can create duplicates. If the goal is to revise existing rates, use Update instead.

Basic Insert workflow

Open the import function from the relevant workspace.
Select the correct file format.
Choose Insert as the action.
Upload the file and confirm the worksheet and header row.
Review field mapping.
Complete the import and verify the inserted rows.

Update

Update is the preferred action when you are revising current inland or rate data. In most cases, this should be the standard operating method for ongoing pricing maintenance.

When to use Update

Changing rate amounts on existing lanes
Adjusting accessorial data or lane attributes
Re-uploading an exported file after making controlled edits
Adding new lanes at the same time as updating existing ones

What Update does

Matches existing records using the system identifier in the exported file
Updates rows that match existing records
Can insert rows that are new to the system if they are included in the uploaded file and properly formatted
Shows additions and omissions for review before finalizing changes

Best practice: start by downloading the current inland or rating rate structure, update the rates and fields in that file, and upload that same file back using Update.

How missing lanes are handled during Update

If a lane exists in the system but is not included in the updated file, the system does not automatically delete it.

The lane is retained in the system
It is highlighted as an omission during import review
The omission is informational, not a deletion action

Practical meaning: if a lane was present in a previous upload and is missing from the latest updated template, the system will generally keep that lane rather than remove it automatically.

Can new lanes be added in an Update file?

Yes. You can add new lanes to the same dataset during an Update import, as long as the file stays in the expected format.

Existing matched rows are updated
New rows are identified as additions
You can review those additions before confirming the import

Recommended Update workflow

Export the current inland or rating dataset from the system.
Make edits in the exported file rather than building a new file from scratch.
Preserve the identifier columns and source structure.
Add any new lanes in the same format and on the same template structure.
Upload the file using Update.
Review additions, omissions, and field-level changes.
Confirm the import only after validating the review screens.

Good controls before uploading

Confirm the file is in .xlsx format

Keep the exported identifiers unchanged

Convert formula-driven cells to static values if needed

Ensure any new lanes follow the same column structure and data conventions

Review for accidental blanking of key fields

Replace

Replace should be used only when the intent is to retire the current dataset and load a new one as the authoritative set of records.

When to use Replace

Resetting an entire data set
Performing a controlled full refresh of inland or rating records
Loading a new complete file that is meant to supersede all active records of that type

What Replace does

Marks the existing records for that dataset as obsolete or inactive
Creates new records from the uploaded file
Treats the uploaded file as the new full source of truth

Use with caution: Replace is not the right action for routine rate edits. If you only need to change or add lanes, use Update instead.

Replace workflow

Confirm that the new file is complete and ready to become the full replacement dataset.
Select Replace in the data import process.
Upload the file and complete field mapping.
Review the final warning carefully.
Proceed only if you intend to retire the current records and replace them with the upload.

Articles in this section

Insert, Update, and Replace