Bulk Import allows designated users to download Excel templates for an app, fill in the data they want, and import it into the Onit system to Bulk Create or Bulk Edit records. Users are able to map their excel columns to approved app fields and can view the status of their import as it processes, including being able to see row level success/failure details. Here we’ll walk through how to setup Bulk Import for an app and how to use it as an end user.
Setup
- To setup Bulk Import you’ll need to be a System Admin.
- Go to the Bulk Import page in RAD for the app you’d like to configure.
- By default Bulk Import will be off for the app and no options will be selected on the page. We’ll walk through what all the options on the page will allow you to do.
- Enable Bulk Create: In this first section you’ll find a toggle control that will allow you to enable/disable the Bulk Create functionality. By toggling this control on, you’ll enable the editing of the first “Users with Access” field and section C (fields for Allow Create). By default no user has access to Bulk Create records unless they have been added to the “Users with Access” field.
- Enable Bulk Update: This section is identical to section A except it controls the ability to Bulk Update.
- Fields for Allow Create: When the “Enable Bulk Create” toggle is enabled then this column will become editable. The only fields allowed that are always allowed for Bulk Create are requestor_name, requestor_email, and name. You can enable the checkbox per field row to allow that field to be used in a Bulk Create scenario. If a field is not checked then it will not be available for a user to map their Excel columns to.
- Fields for Allow Update: When the “Enable Bulk Update” toggle is enabled then this column will become editable. No fields are default enabled for Bulk Update. You can enable the checkbox per field row to allow that field to be used in a Bulk Update scenario. If a field is not checked then it will not be available for a user to map their Excel columns to.
- Once you’ve made your selections you can click “Save” and you’re all done!
How to do a Bulk Import
- If you’re a user who has been granted access to Bulk Import then you will see a new option on the grid page:
- Clicking this new option will open a drop menu with different options:
- Download Spreadsheet for Create will download a template spreadsheet for the user containing a row with a column header for each field that can be used for the Bulk Create process.
- Download Spreadsheet for Update will download a template spreadsheet for the user containing the content of their current grid selection. Fields that have been included for Bulk Updating will have editable columns and fields that have not been included will be read only columns.
- Clicking Import Records will open a modal that will walk you through the import process.
- The first modal screen of the process will allow the user to attach their excel file and select if they would like to create new records or update existing record.
If the user only has access to one scenario then that option will be automatically selected and cannot be changed.
- The next modal screen will allow the user to map their excel columns to fields in the app that have been approved for this scenario. The system will auto-map based on matches it finds but the user is allowed to manually change the mappings as well.
- This column will giving a status indicator to the user.
- A green check mark means the column has been successfully mapped to a field.
- A red X icon means that the field is either a datatype that cannot be imported or no match was found to automatically map.
- The import toggle column allows the user to say that a specific column should not be imported. When the toggle is off then the column will no longer be mapped to a field.
- The System Field Name column allows the user to select the field the column should map to if the auto-mapping was incorrect.
- The confirmation checkbox will let the user know the number of records that will be updated/created as part of this process. The user must check the box to move forward.
If the user is doing an Update job then they will have an additional toggle to select the column or columns that can be used to uniquely find the existing records to match. Ex: The atom id is always unique and could be an identifier by itself. Alternatively, the Name of the record is unique per region so the Name and Region columns would both be selected as identifiers.
- Once the checkbox is checked, the Next button will be made available. By clicking Next the user can start the import process.
- Users can view the status of their jobs by clicking the Bell icon in the header bar.
The most recent jobs can be viewed in this section with a status symbol to show if the job is waiting to start, in progress, or completed.
The user can also click on “View All” to see a full history of their jobs.
By clicking on “View” in the Bell menu or “Details” in the View All page the user can see more information about the job such as the status of each individual excel row.
