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1. General
Importing data means bringing allows you to bring information from an external source, like a file or another systemsources, such as files from other systems, into Workplace Management. The process includes preparing This process involves:
Preparing the data to
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meet application requirements.
Uploading the data.
Validating for errors.
Once imported, the data can be used for is consolidated into a single platform and becomes available for various tasks like managing processes, reporting or analysis. It’s a way to make sure all generating reports, or conducting analyses. This ensures your information is in one place organized and ready to for use.
2. Technical background information
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This chapter goes into some technical details regarding how the default imports map the data to the relevant objects in Workplace Management, this information is only informative and no additional actions are needed when using the default imports, as this is already setup correctly. |
Workplace Management provides default import options for all relevant (master) data objects. An import (or the objects technical term ‘FtpConnector’) can be used to import and export data (periodically) in bulkThese imports, technically referred to as ‘FtpConnector’, allow bulk data to be imported or exported, either manually or periodically. This article focuses specifically on manually importing (master) data for using the customer via default available imports. Other options like importing data periodically from a SFTP location is not described in this articleimport options. Other methods, such as periodic imports from an SFTP location, are not covered here.
An import consists of one or more mappings. A mapping (or the objects technical term 'FieldMap') consist of the , technically referred to as ‘FieldMap’. Each mapping defines:
The object to be imported
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.
The relationship between the
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column headers in the import file and the corresponding
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fields in Workplace Management.
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Importantly, each mapping is related to only one object.
For exampleExample:
The following objects are currently relevant for the ‘own employees and users’ import:
Object: Person:
Personal information
such as first
name and last name.
Object: Contact:
Contact information
such as phone number and email address.
Object: SystemUser:
System user
details such as the username.
Object: SystemGroupContact: Authorization information like the
Authorization details such as specific access rights assigned to the system user
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.
In this example, the default import 'own ‘own employees and users' users’ will have consist of 4 mappings., one for each object:
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Depending on the import, there could be 1 mapping or 10 mappings linked to the import. Each mapping imports a part of the applicable object(s).
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In Workplace Management, the default available imports can be used to import (master) data in bulk. This data can be used in all relevant modules, used by the customer. For example, the building and area data is used in the modules like ‘Reservations’ and ‘Requests’.Depending on which modules the customer uses, the corresponding imports become automatically available. Via the module activation of the desired module, all relevant default imports are directly shown
Module-Based Availability
Default imports are automatically enabled based on the activated modules. When a module is activated, its associated default imports are displayed directly within the module activation interface. All (generated) default imports can also be found via the administrators startboard.:
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From the 'Default imports' menu on the administrators startboard all activated default imports can be found. From this overview, the imports can be deleted and regenerated. When regenerating a default import, it will always fetch the latest version of the import.
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Via the button 'Download template', the applicable template is directly downloaded to your computer. This file is an Excel file with multiple sheets. The import template includes a sheet with instructions, one or more sheets to fill in the data to be imported and possibly more sheets to enter client specific details like for examplee.g. custom area categories.
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Before the data can be imported, the implementation consultant:
opens Opens the file(s) and confirmed all required data filled in (e.g. name of the building)
opens Opens the file(s) and confirmed all data filled in is according to the instructions (e.g. selected the correct option from a drop-down list)
verifies Verifies that no relevant columns have been deleted
saves Saves the sheet with data to be imported as a .CSV file (for all sheets that contain data to be imported)
verifies Verifies the field delimiter in the CSV file corresponds with the field delimiter of the user importing the data
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the
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data
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If the file is filled in correctly by the customer, the process can continue. Via the 'Upload import file' button, the import can be executed.
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Avoid large imports (e.g. > 10.000 rows) during busy office hours: Large imports can strain system performance. Start such imports after office hours. |
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More information about the file to be uploaded, is shown on the top of the screen:
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