This article uses a lot of terms that you may need to understand before you can get full value out of the article, so if you are unsure, please visit this article, Key Terms / Definitions, first.
IMPORTANT THINGS TO KNOW BEFORE IMPORTING
First things first, the file that you are importing from needs to follow some guidelines:
- The file must be a .csv file.
- You do not need a template for the import, however each field of the entity that you are importing must have it's own column in the spreadsheet. For example, First name and Last name should be two separate columns in your spreadsheet if they are two separate fields in your system. Stakeholder comments and Team Response should be two different columns in your spreadsheet as they are two different fields in your system.
- Importing an entity type and assigning classifications has some very specific rules that need to be followed:
- The classifications that you are trying to use in your spreadsheet must exist in the system already, if CM notices anything that is out of place, then the import will not complete and you'll have to adjust the data that doesn't match the system classifications.
- The 'Parent' Classification comes first, followed by the classification you wish to assign.
- An example might be assigning an Event with the Issue of Dust (but Dust has a parent classification called 'Construction'). Therefore the layout would be: Construction:Dust
- You can assign a new entity to multiple classifications at once. ie assigning the Issues Noise and Dust to a new Event at the same time. To assign multiple classifications, they must be split with a semi-colon. eg Construction:Dust;Construction:Noise
You can import any of the entities that are present in your system and assign any classifications at the same time (classifications are your groups, lists and types in the system), and use the import tool to:
- Import one type of entity in bulk. eg. Stakeholders or Events or Properties
- Import two types of entities from the same row in your spreadsheet and relate them to each other. For example, importing Stakeholders and Events and relating the two together at the same time.
- Import one type of entity, and link all of the records that are imported to a single existing record in the system.
- Import one type of entity, and relate it to pre-existing records in the system by using the details from one column of your spreadsheet. eg. Importing Events and linking them to a Stakeholder by a column in the spreadsheet with the Stakeholders email/phone number.
In order to use the import tool, you must be a Team leader in your team, or an Enterprise administrator of your system. General users cannot bulk import data.