Importing Data

General Importing Principles

The Import of module data is a process that is completed by the System Administrator. An access level of Admin is required in order to complete the task of importing data into a module.

The import process is completed via an Excel template which gives the option to include details of existing records. This allows updates to be made to the existing records in the system. Each record must be entered on a separate row. The layout or format of the template can't be changed. The maximum number of records to import is 6000.

Once the existing data from external sources is imported into the applicable myosh module the data can be utilised to create reports and provide analysis of your data.

Steps to Import Data

1. Select the module to import data into and select Import from the menu.

2. The first step of the import process is to download the template. Select Download Template.

   • Select Yes if existing records are to be included. If Yes is selected the template will automatically include the records to update within the template.
   • Each record should be entered on a separate row.
   • Do not modify the template layout or format.
   • Maximum number of records to import is 6000.
   • Fields marked with an asterisk * must be completed.
   • Values already present in the myosh system can be selected from the drop down arrow in a cell e.g. hierarchy values.
   • The value of True is used for Yes and the value of False is used for No.
   • Do not enter into the Record ID column. The column will show a record ID if records have been exported. Leave blank for new records being added into the system as a record number will automatically be assigned when the file is imported.

3. Select to Save the template and Close Excel.

4. Select Next to move to step 2 Notifications.

5. Select Send Record Notifications if notifications are required to be generated when the records are imported. The process of importing will take longer if the option to send notifications is selected.

6. Select Next to move to step 3 Settings.

7. Select Ignore Missing Values and Validation Failures as applicable. Any rows or records that contain hierarchy or field values that do not match the values in the form will be rejected. By selecting Ignore Missing Values and Validation Failures the import process will ignore any errors and create the record. The consequence of this selection could be that some records have missing fields or incorrect hierarchy data. Dashboard data may be impacted if the error relates to filters and hierarchy values.

8. Select Next to move to Step 4 Upload.

9. Drop the import file into the Import User File section or use the browse button to attach the file.

10. After attaching the spreadsheet a summary will include the number of records imported. Any errors in the input data will be summarised giving the row number and field name. Errors can be corrected from within the User record or fix the errors in the spreadsheet and import the data again.

11. Select Finish.