Import From Excel Into a Process : RPM Software

First Things First

You have to have configured a process with fields first before importing any data, fields will not be created via Excel import.

If you have a spreadsheet that contains data and you want import it, make the column headers of your spreadsheet, fields.

Number

In cell A1, you need a column header named Number.

The cells under the Number column are important to what your import plan is.

To create new forms, leave the cells under the Number column blank
To edit existing forms, include the form number(s) under the Number column

Fields

For any field values you want to import, the field name and the column header in Excel need to match exactly. For example, if you have a text field named Description, you need a Excel column header named Description.

*Before you import a spreadsheet, save it. If you make changes to a spreadsheet and don't save it, changes will not import.

Below is an example of what your spreadsheet should look like to import new forms into a process with a text field named Description.

To import this spreadsheet, click Import.

Choose the Excel file by clicking Browse, then clicking Upload.

The Preview will display the number of New forms that are being imported, any Updates, or duplicate form numbers. If you think something is not right from the preview, click Discard. If all is well, click Import.

When the import is complete, click Done.

This is the fruits of your labour as shown from the view.

If you wanted to edit existing forms via import, you need the form numbers of the forms you want to edit. It's easy to get the form numbers by including the Number column in a view and clicking Download. This will give you an Excel file that includes any columns in the view.

Make your edits to the spreadsheet (remember to save changes).

To edit existing data via import, you need to choose Overwrite. Then, you need to decide if you want to Mark as unread for other participants, which will change the Read flag to Unread for participants.

After completing the import, the field values will be changed. Compare the Description field to the screenshot above.

List Fields

Single Select

To import into a single select type List field, the column header has to match the field name and the list option values have to match. Consider the following single select List field.

To import into this field, setup your spreadsheet as shown below. Note that I've included form numbers, which will result in adding values to existing forms.

Here is the result of the import shown from the view.

Multi Select

To import into a multi select type List field, the column header has to match the field name, the list option values have to match, and if you are importing multiple values must be separated by a comma. Consider the following multi select List field.

To import into this field, setup your spreadsheet as shown below. Note that I've included form numbers, which will result in adding values to existing forms.

Here is the result of the import shown from the view.

Process Form Reference

To import into a Process Form Reference field, the field name must match the Excel column header and the value that is imported must be the form number from the form you want to import. For example, let's say you want to import forms from an Asset process into a Job process.

Consider the Asset process. Note the Number column, this is what you'll import into the Job process.

Consider the Job process with a Process Form Reference to the Asset process.

To import a form from the Asset process to the Job process your spreadsheet should look like the screenshot below.

*Excel will automatically remove zeros (0). To keep zeros, which you'll likely need include a: ' before the number for example to import a form number 0001, you'll be forced to use '0001.

The result of importing this spreadsheet into the Job process is shown below.

*I'm mentioning this again because it's something users have difficulty with, to import into a Process Form Reference field, you need to import the form number, not the form title. Make a view and include the Number column in it, it will make things easier.

Table Field

Import Data into User Adds Rows Per Form Table Field Type

Consider the table field in the screenshot below. This table has one field, a Staff Reference field.

To import into this Table field you would setup your spreadsheet as shown in the screenshot below.

In the first column, first row (A1), the column header must be called Number, which corresponds to the form number you want to import data into. In the example spreadsheet shown above, this data will be imported to form number 0001. To import into a Table field, make a column header titled Table Field. Under this column, include the field name of the Table field. In the spreadsheet above, the table field I want to import into is called, User adds rows per form Table Field. Now enter the field names of the fields that are in the table as column headers. There is only one field in this table, Meeting Attendance, which is shown above. You will notice three names under the Meeting Attendance field, Jeremy Wilcox, Michael Field, Susan Supervisor. Each row in Excel corresponds to one row of a Table field. Importing this spreadsheet will import three names, each in a row, on one form (see screenshot below).

To update data in a Free row table use the row number, for example, "1, 2, 3" to update information into a Table field.

Import Data into Defined Rows Table Field Type

Consider the Defined Rows Table below.

The only difference importing a Defined Row versus a User Adds Rows Per Form table type is the Table Row column.

Define the table row in the spreadsheet to match the name of the table row in the Table field.

Importing Other Fields in a Form

You can import other fields in a form with a table field as long as a field in a table field is NOT named the same as a field outside of a table. For example, the field, Other Name, can be imported alongside the table field.

Duration

To import into the Duration field you should include the unit of the value you want to import. If you do not specify a unit on import, the default unit that will be used for the value you are importing will be seconds.

For example, consider the following: