Imports
This section outlines the imports system which enables data to be imported into registers.
Overview
The imports register enables data to be imported into Registers and Assets. Most (but not all) are imported in Comma Separated Value (CSV) format.
The Import operates using a parser to map the fields to the database and insert them using a Parsing Rule. Each Parsing Rule also has a default method of updating the database. Most will delete and replace data in the system with the import data.
Additional imports may be available as configured for your system. For example state specific integrations such as Vicmap in Victoria and QSpatial in Queensland.
Access
To access the Imports register you will need to sign in with the System Admin & Data Entry role.
You can find the Imports register under System Administration > Imports.
Register Items
Register Items is used to add to or update the respective registers.
Assets
Assets imports are used to add to or update the Asset database. There are no registers for this.
Asset Contacts
Asset Contacts General Import
Asset Infrastructure
Asset Infrastructure General Import
Asset Point of Interest
Asset Point of Interest General Import
Asset Road
Asset Road General Import
Workflow
Imports use a similar workflow process to the Reports module in that they do not run instantly. They are first Queued, then Run before becoming either Finished or Failed.
New
The Import has been created but has not yet been run. You will rarely see this as most imports run automatically when created.
Queued
The report is scheduled to run but is waiting for other processes to run first
Running
The Import is in the process of running
Finished
Your data has been imported successfully.
Failed
Failed to run. Look at the logs to determine the reason/s. Correct and try again.
Cancelled
The import was cancelled while still queued or running.
Viewing Imports
Imports are listed in and searchable via the register Datagrid.
To view an existing Import:
Navigate to the Imports register datagrid.
Locate the item you wish to view. The register includes additional filters for Workflow Status (New; Queued; Running; Finished; Failed; Cancelled)
Open the item using the ID
To return to the Datagrid use the Back button
Imports Settings
General
Type is used to define the type of Import. There are currently only two types: Register Items and Assets.
Parsing Rule is used to determine the Register/s the import is being run for and the method for updating the database. You can override this method using the Override parser defaults checkbox, however this is not recommended.
Categorisation
Advanced
Test Only lets you test your import before actually importing your data. To do this, click on the Test Only checkbox. This will run through the import process and attempt to import each line of the import file but it won't actually save the records. Once the test import is complete it will return a status allowing you to view the details of any errors so you can fix up any issues before performing an actual import of your data.
Rollback on Error will roll back any changes if any errors with your import is detected. Nothing will be inserted, updated or deleted. It is always a good idea to to keep this option selected.
Check that all columns in the input file match known attributes will analyse the import file and will alert you if there are any issues with your column headings. This option is useful as it will performs two checks:
that all required fields for the import type exist in the import file
if you have any additional fields in your import file that are not specified for this import type. This can be helpful to look at as it is possible that a field can be misspelt or not have the correct spaces or capitalisation required. If you get an error about the additional fields in your spreadsheet, you can either remove these additional fields from your input file or you can untick this option to ignored them.
Create separate audit records for each record will displayed on the Dashboard and audit history log for each item once the import is complete. Leave this field blank if you do not wish to add a comment for audit history. This is a useful option to enable.
Bypass state machine rules ignores restrictions that the system places to prevent updates to records where the status moves to an incompatible state. This option is generally not recommended.
Unlike other register items you cannot change the Status of an import. This is automatically set to New by the import process.
Result
The Result section summarises the results of the import (how many records and the status of the import of each row in the file).
Workflow
Date Started and Date Completed are filled in automatically by the system.
Editing Imports
Imports can be edited from the datagrid. Editing an import is usually for re-running it.
Navigate to the Imports register
Locate the Import you wish to edit by using the Edit button
Make the necessary changes to the settings
Save
Running an Import
To run an Import:
Use the New Item button for New Import
Select a Type and Parsing Rule and use the Add File button to Import File
Make any other configurations changes necessary in the settings
Use the Save button
This will initiate the workflow process. You can check the datagrid status or the Result section to see whether the import ran successfully.
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