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The first step in the data import process is to complete the Excel spreadsheet templates with the location, organization, contact, and resource data you want to import. Download the templates and fill each of them out following the guidelines below.
When filling out the spreadsheets, don't delete any of the columns, If you choose not to provide data in a particular column, that's fine, but don't delete the column itself.
In addition, don't relabel any of the spreadsheet worksheets or columns.
You can add columns after the standard columns in each worksheet for custom attributes you want to import. See Custom Attribute Guidelines below.
These general guidelines are basic to a successful import:
- Don't alter the filename of the spreadsheet template. Keep it intact (e.g., locations.xslx).
- To import locations, the required data is location name and maximum capacity.
- To import contacts, the required data is contact internal ID/email and last name.
- To import resources and organizations, the required data is resource name or organization name, respectively.
- Any updates to the Series25 database are based on matches to the object identifiers listed above.
- To import locations, resources, organizations, and/or contacts, the characteristics you’re attaching to those objects—for example, categories, features, layouts, partitions, and so on for location objects—must already exist in the Series25 database or be provided on the corresponding master definition data import worksheet. If they already exist in the Series25 database, you don’t need to provide entries for them in the corresponding master definition data import worksheet.
- Be sure you spell each characteristic you’re attaching to an object exactly as it appears in the corresponding master definition data import worksheet or in the Series25 database, although any combination of upper/lowercase is acceptable.
- List each of the characteristics of a particular object in its own row, as shown here for the location features of the Barataria location:
The Data Import Tool lets you import custom attribute master definitions for locations, resources, contacts, and organizations, and enter a value for each custom attribute appropriate to its relevant object. You can list the custom attributes in the appropriate worksheet, or they may already be present in your Series25 database in which case you don't have to fill out the custom attribute worksheet.
25Live uses the following attributes:
|Type of data||Attribute Type||Spreadsheet Format|
|Short text||S||Maximum 80 characters|
|Unlimited text||X||No maximum|
|Integer||N||Whole number without a decimal point|
|Floating point||F||Number with a decimal point|
|Date and time||E||MM/DD/YYYY hh:mm|
|URL||R||Include http:// or https:// at the beginning|
|Boolean||B||True/False, T/F, Yes/No, Y/N|
|Contact||3||Work email address|
|Image||I||N/A - Do not upload images using this spreadsheet|
Completing a Custom Attributes Worksheet
These instructions only apply if you're importing new custom attributes that are not yet in your Series25 database.
- On the Custom Attributes worksheet for locations, resources, organizations, or contacts, provide a name for each custom attribute you want to import to the corresponding 25Live custom attribute master definition.
For each custom attribute, enter the appropriate Attribute Type as indicated in the table above:
Here’s an example of custom attribute master definitions listed in the Location Custom Attributes worksheet:
Entering Custom Attribute Values For Objects
- Create a column on the corresponding Location, Resource, Organization, or Contact worksheet for each custom attribute you want to enter a value for. Each column header must match a custom attribute from the custom attribute worksheet or from your Series25 database.
For each location, resource, organization, or contact to which an attribute applies, make the appropriate entry based on the Spreadsheet Format in the table above.
Here’s an example of three custom attribute entries for a location in the Location worksheet:
The import looks for a custom attribute to match any column in an object worksheet (such as “Location”) with a column header label not predefined in the corresponding Excel template. The import continues even when the Data Import Tool is unable to match a column heading to either the corresponding Custom Attributes worksheet or a Custom Attributes master definition in 25Live. The affected objects are imported without the unmatched data element.