Import of Objects with template file

Content - What this article is about? 

1. General information - What is it about?

2. Import of Objects with template file

3. Errors in the import

4. History tab and the error file

 

 

1. General information - What is it about?

Release notes

This functionality is estimated to be included in a future release of Handyman Office

 

Short description

Import of Objects is an easy way to create numerous objects - sites and equipment's - in few steps, to an existing customer. Import of Objects is a functionality for importing basic data (sites and equipments) with the help of a downloadable excel template file.

When the template is downloaded, you can start copying your data to import into this file. 

Imported objects can be seen in Handyman service module after import

 

Who can import objects?

The functionality is available only for Handyman Office users with user rights to import basic data.

 

Where is it?

To start an import go the Configuration in the main menu, select Basic Data and then Import menu.

https://hm-qa.gsgroup.io/

 

 

 

 

 

How to to do it step-by-step?

 

 

How to do it with words?

1. Select Configuration, Basic Data/File Import.

2. Then download the template file: 'Import of Assets' template.

3. If the customer does not exist, add as a new customer manually in Handyman Office.

4. Go back, browse your file and upload the completed template and click next in wizard.

5. Then import starts. You get a summary of what you are going to import, "the file contains": number of customers, sites, equipment and errors. Top ten errors with error messages are displayed.

6. If there is an error, uploading is not allowed, the import button is disabled, and correct information (top 10 errors) is provided. In this case, error should be corrected and then start the import again.

7. When the import was completed, there is a summary of results in the History tab and the downloadable excel file with the failed item list and error messages. If the import was successful without any errors, there is, of course, no error file there.

8. Errors need to be corrected.

9. Uploading the corrected file again is a new import.

 

How many objects can be imported at the same time?

There is a limitation regarding the maximum number of assets, as the excel template deals with 3000 rows. Keep in mind that if only one item needs to be added, the process takes less time.

Uploading many objects can be a longer process.

 

 

 

 

2. The template file

What is it about shortly?

Import of Objects is a functionality for importing basic data (sites and equipments) with the help of a downloadable excel template file.

When the template was downloaded, you can start copying your data to import into this file. 

 

Where the template file is?

The function is in Handyman Web. https://hm-qa.gsgroup.io/

To start an import go the Configuration in the main menu, select Basic Data and then Import menu.

Click on "Download template".

 

 

How to work with the template?

 

The template

It is an easy to use excel file with 2 worksheets.

You are working with the first one, named 'Import of object template', and completing the data you want to import. The second one, called "Help", is a quick help to understand:

• filed names
• type (input) format - e.g. in the Installed date field, it must be a date written as 2023-01-01
• explanation - help for the field names

Number of columns, name of the fields cannot be changed.

 

Mandatory fields

Mandatory fields must always be filled out. As help, mandatory and optional fields are marked with a different color. You can also find help in the 'Help' worksheet in the template file.

• orange: Mandatory for both sites and equipment.

• green: Mandatory to sites.

• blue: Mandatory to equipment.

• white: Not mandatory, optional.

• grey: Error message, not to be completed by the user.

Optional fields are not mandatory to complete, but recommended if you have information.

Some fields have a drop-down list. (e.g. Type, Installation origin, Status, Country code)

 

 

 

Sorting me button

'Sort me' button can help organize hierarchy levels, since sites always need to come before their equipment. Otherwise, it will result in an error. If you use the 'sort me' button, please always save a copy of the file before sorting. There may be too many hierarchies to sort in the file and sorting may not be handled accurately. There is no possibility to sort back to the template and get back the original file version!

How to enable macros

Find information here: https://support.microsoft.com/en-us/office/enable-or-disable-macros-in-microsoft-365-files-12b036fd-d140-4e74-b45e-16fed1a7e5c6

 

Field names in the template

 

 

 

 

3. Error in the import

 

Double error check - what are these?

There is a formal check after you uploaded the file and the import was started.

There is a data check when the actual import occurs. At this point all data is in the right format, all mandatory cells are completed.

 

Formal check

After downloading the completed excel file containing all the data you want to import, there is a formal validation.  It is more about checking the file format, not the data in the cells.

The first 10 errors are shown.

If there is an error, uploading is not allowed, the import button is disabled, and correct information (top 10) is provided. So the user can understand what the problem was during the formal validation and the error can be corrected.

 

 

 

 

Error codes can be:

• There Is No Data: There is no data in mandatory field “x” in line “y”

• Number Of Columns I s Not The Same As In The Template File: Number of columns is not the same as in the template file

• Not The Same Columns As In The Template File: Not the same columns as in the template file

• Not Number": “x” is not a number in line “y”

• Not Correct Date Format": “x” is not in correct format (YYYY-MM-DD) in line “y”

• Not Correct Select Value": "x" is not a correct value. Please select from the selection list on line

• File Format Error: The file format is not .xls or .xlsx

• Completed by the user: "x" is completed by the user. It is a system message, leave it empty in line "y"

• Is not a number or is written incorrectly: "x" is not a number or it is written incorrectly. Write it like: 10.55 in line “y”

• Longer Than: “x” is longer than “y” characters in line “z"

 

 

 

 

4. History tab and error file

 

What happens with the import before you have a history log in History tab?

 

History tab

When the import was done, in History tab you find a result summary and a downloadable excel file with the failed record list with error messages.

If the import was successful without any errors, of course, no error file is there.

 

Error file

Failed elements are marked in red in the downloadable error file. Import error message helps you understand what the error was, which field is missing or was not filled out correctly.

They need to be manually corrected in the error file (accepted file formats: xls, xlsx, xlsm). To complete the process, you should upload the file again.

This functionality can be used to edit, add new data to already existing objects as well.

Result summary

In History tab there is a log on import history with information on:

• File name: name of the file that was uploaded

• Status of the import: in progress (pending), finished successfully, finished with errors

• Date: date of import

• User name: uploaded by

• Summary: it is a system log, shows results what was successfully uploaded or failed

• Errors: downloadable file with errors

Common errors

All items should have an external ID, an ID that is unique.

If mandatory fields are not completed, the item cannot be successfully uploaded.

If there is an error in any of the fields, the item cannot be successfully uploaded.

Multiple errors in a row: only one error message is written in the error file for each row. This is always the first one in the sequence. If there are multiple errors after a row, the import will fail again. But a new error message will be in the error file. 

Parent and child hierarchy: all equipment need to have a site. Sites can have sites and equipment can have equipment. In the template, higher hierarchical levels should come before lower ones. If the equipment comes before the page in the template, the equipment cannot be uploaded as it does not have a page. So Site must come before its equipment.

Customer, Site with an address, Equipment Type, Equipment Category, Department Responsible Preferred technician must exist in Handyman.

Import stops at the first empty row, check if there is any.

Pictures, attachments

They are not allowed.