Import: Fill up your OneSoft with your own data
We strongly recommand to follow carefully the instructions in this article before making any attempt to IMPORT your data since this step is irreversible due to the following reasons:
- Deleting more than one item at a time is not possible in OneSoft. In other words, in case of an unsuccessful import, you would have to delete all the incorrectly imported items one by one.
- Later import of some additional details is not possible.
Therefore, the import should be tested on a few sample data before importing all of your items.
Import your employees, contracts, contacts, projects, assets, processes and more from an xls file.
How to import your data into OneSoft?
First, prepare an excel file with ALL the data about the items that you would like to import into one (and only one) datasheet. Second, prepare the OneSoft environment for the import which means create / adjust the item details for the import. Third, proceed to importing the data.
Step 1. Prepare all the data to be imported into ONE datasheet into one excel file as in the picture below. In our example, we're going to import data into Employee datasheet.
1 row = 1 item. Each row will then contain all inforamtion about one item. Include all information about the items available! Later import of data as item details of already existing items will not be possible because every import necessarily creates new items.
1 column = 1 item detail. Make sure that each column (not row) corresponds to one item detail in OneSoft. In other words, the headers should be at the top of the table. The order of columns doesn't matter.
All dates must be in format dd.mm.yyyy.
Possible difficulties can arrise from:
- functions: make sure there are NO functions in your spreadsheet
- hidden rows: hidden or not, all the rows will be imported
Special case: If you intend one of your item details to automatically create connections to items in another datasheet (format of the item detail would be "Special > Connection"), good news is - you can do it. In case you need to create more than one connection within one detail, you can do it as well, just use semi-colon (";") to separate the items to which you are making the connection. Example: While importing employees, you would like to import the information about what equipment they are using. In the corresponding cell, you can type, for instance, "Samsung Galaxy S8 001;HP keyboard 4627499;computer DELL 437027" to create connection to the Assets datasheet.
Step 2. Prepare your OneSoft environment for the import. Using admin role, adjust the template of the datasheet so it contains all the fileds that you are going to need for import.
In our example, columns A to E have already their equivalents in terms of item details in OneSoft template for Employees datasheet. However, to be able to import the column F, we need to found a new item detail called, for instance, "Strengths observed" (see how).
Step 3. Let's start importing. Click on the icon for import in the datasheet you would like to populate with data from your prepared spreadsheet.
Step 4. Click on the cogwheel icon to make all the necessary import settings. We highly recommand to make a test with just a couple of items (rows) before importing greater amount of data.
Step 5. Say which one is the row that contains the headers which will be supplied in each row (for steps 5 to 9, see picture below)
Step 6. Copy & paste header of one of the columns in the first field of #1 row. If you prefer typing, mind upper and lower case.
Step 7. In the second field of the form, select the item detail in OneSoft where the corresponding value from the excel column (defined in the previous step) shoud go. There are two particular actions:
"Save as: [name]":
The form MUST contain this action in order to make an import as such. It defines how the newly imported items should be named. This means that every import will necessarily result in creating new items.
"Save as connection to item":
Choose this option whenever you would like to create connections between the items you are importing and items from a different datasheet, no matter whether they exist already or not yet, OneSoft can create them at the same time as creating the connection while importing.
Example 1: Let's say we are importing applications (into the "applications" datasheet) and, at the same time, we would like to create connections to the employees who are using them. In this case, we would have to make sure that there is an item detail in the Applications datasheet called something like "who is using it" in the special > connection format. In the Excel spreadsheet, there has to be a column that will contain (exactly) the names of the empoyees, or rather the names of the items (separate the names with semi-colon without spaces before or after). Then we're ready to import. The settings of the importing form are the following:
Example 2: Let's say we would like to keep track of the keys assigned to our employees. While importing employees into the Employees datasheet, we can create connections to the Keys datasheet that is empty for now. In our spreadsheet, let's create a column "Keys". This is where we put name of the keys (main gate, hall1, etc.) that a particular employee is using. In the Employees datasheet, let's create an item detail called "Keys" in the special > connection format. Next, let's make sure that there is such a datasheet called "Keys" (if not, create it). Then start importing. The settings of the importing form are the following:
The #8 line says: Take the value from the column “Keys” in my spreadsheet (e.g. main gate) and paste it to the value of the item detail called “Keys” in my Employees datasheet.
The #9 line says: Create new items in the Keys datasheet with connection to the items that I am about to import to the Employees datasheet. As a name of the items in the Keys datasheet, use the value of the item detail “Keys” in the Employees datasheet.
Step 8. Add as many new rows as you need to cover all the excel columns. Except for the row with headers, every row will be turned into one item automatically.
Note that "Save as: [name]" must be defined. This will become the name of items that you will see in the list of items on the left part of the screen after importing. By the way, you will be able to generate the title of all items later on from one or more item details (find the instructions below).
Step 9. Click OK
Step 10. Browse for the excel spreadsheet you have been using
Step 11. Finish the import of your data
If some errors occur, none of the data has been imported yet.
If this screen appears...
...congratulations, your datasheed has just been populated with your own data!
Go and see the result: imported items appear in the list of items and the item details that you have defined have been populated:
Especially after importing, it can be useful to unify the way the items are named. Instructions below will guide you to generate new names of items out of selected item details (or rather their values). The instructions show the Employees datasheet but note that the same instructions can be applied to any other datasheet.
Step 1. Open any item of the corresponding datasheet
Step 2. Choose the item details out of which you would like to generate new names for the items in this datasheet (these have to be of the type free text). Move your mouse over the title of one of your chosen item details and when the pen icon appears next to it, go ahead and click on it.
Step 3. Open "more settings"
Step 4. Tick the box that says "Put into the name of items" and save
Step 5. Tick the same box for all the other item details that you would like to use for generating new titles.
Step 6. Move your mouse over the title of the datasheet (in the top left corner) and when the pen icon appears next to it, go ahead and clik on it.
Step 7. Click on "Generate names of all existing items in the datasheet"
Step 8. Confirm and you're all set. The new titles will be instantly displayed in the list of items on the left.