PIMS User Guides

Documents Import

1. “Batch Import” Form

This form contains historical information about all previous imports, template imports and unfinished ones.

Figure 69: “Batch Imports” Form

To register a new import use the New Record button and fill in the enabled fields.

Main part of the form

The table below provides a detailed description of the fields in the “Batch Import” form

Field Description
Import ID Auto generated number used to identify an Import
Description Free text description of the import
From Company Which company the imported data is received from
Inc. Transmittal Auto generated (optional) field set when the actual import occurs
Generate Transmittal This is the control to enable new incoming transmittal generation with this import
Template This is the control to mark current import as template for new imports
Imported Date Will be filled in automatically when committing the import.

“Documents to Import” Tab

This grid shows the data that is already in temporary table and is ready to be committed to Documents register.

“Imported Documents” tab

In Imported Documents tab is a list of already imported documents.

The fields in the grids match the fields in Documents register.

2. Load Data from File

After creating a new import record you can add data from a file to it. Currently only Excel file types are supported. Press the “Load Data from Excel” button and select an *.xls file. The dialog box will appear.

Figure 70: “File Data Options” Form

Field Description
First row contains column headers Determines if first row in source file should be read into columns names used for mapping. Otherwise columns will be named: Column1, Column2, etc.
Sheet selection Only one worksheet data can be loaded at a time.
Import Template Select a template import to be used for this import. E.g. Fields mappings will be loaded.
Preview Data Opens a dialog to preview data in the selected sheet.

After loading data from file, the Import Data Editor window will be opened.

Figure 71: “Import Data Editor” Form

In this dialog you can preview and modify data loaded from source file to prepare it for importing.

3. Cleanup Data

Use “Run Cleanup Actions” to execute all actions set in Cleanup Actions tab. You can also execute only selected cleanup actions from the Cleanup Actions tab.

You can use Tools tab to help you with data cleanup. Basic tools are: Find And Replace, Add Column, Copy Column Content.

4. Map Fields to Import

Figure 72: “Field Mappings” Tab

Source Field column lists all fields available in your source data being imported and Destination Field column is equipped with lookups to select fields from the main Documents Register. You can use “Suggest Field Mappings” function to try auto-mapping source and destination fields. This grid will be pre-populated if you have selected a template import in “Import Data from File” step. Not necessarily all fields should be mapped, if you don’t need the data imported.

5. Save and Close

The intermediate data table can be saved to server for working on it later before adding to Import. “Import Data Editor” dialog can be opened later (for an existing Import) using the corresponding button in Batch Imports form.

6. Import to Temporary Table

When finished cleaning up data click “Add Data to Import” button. You will have an option to either overwrite or append this data, e.g. for collecting data from several sheets or files into one Import.

Use “Verify Data” to execute system check of integrity and validity of the data to be imported.

7. Commit Import

Finally when all Import data is prepared you can press “Commit Import” to insert data into main register and also create Incoming Transmittal if requested. Before actual insert the system will verify the data to be imported. If you wish you can manually verify data prior to committing the import by pressing “Verify Data”.