How to use the import feature in RecMan BI.

You require permission to access the RecMan BI to utilize the import feature, as illustrated below. This permission will provide access to the RecMan BI application, where the import feature may be located.

Introduction and use

The import module supports CSV file type, and we recommend using CSV UTF-8.

Before you can import data, you must create a template and map it correctly so that RecMan knows how to interpret the contents of a given file. The general flow for performing an import is as follows:

1. Receive a file from a customer or another party
2. Access the import feature in RecMan BI
3. Create a new template by uploading the file in the template creation view
   1. Enter base settings
   2. Select column types
   3. Map ID to an internal job
   4. Map articles
   5. Save template
4. Head back to the import feature
5. Upload the file, and select the appropriate template
6. Import data

If everything goes according to plan, you will receive a description of how many rows were imported.

If not, an error message will occur where you may be guided to understand where the error occurs so you can correct it and try again.

Creating a template

When creating a template, you will be guided through some logical steps to map (create connections) accordingly for the actual import to behave as intended. Here, you have several options and features for the importing process to be tailored to your needs.

Enter base settings

Firstly, you will have to enter some base information.

Template name: This is where you provide a title for the template. This is important to let you know what template to select while importing when you have several to choose from.

Company: When performing the “connect this ID in file to that job in RecMan” later, you may help yourself by reducing the number of available jobs in the mapping stage. If you know that all work in the file is related to a specific customer in your CRM, locate it here. If not, leave this field blank.

Select file type: Here, you perform the important action of choosing the correct file type. See File types and columns for more information.

Select column types

Secondly, you must inform RecMan of what columns in the file are to be interpreted as what type of data. Note that you have several options and must not apply all column types. See File types and columns for more information.

Map ID to an internal job

Thirdly, you are to create a connection between the External ID or Job no. to a job within RecMan. RecMan must know where to import the work, meaning that a job must exist to import work. We recommend using an External ID and Employee name to make the mapping more efficient. When you specify the Employee name, RecMan will attempt to suggest the correct employee and, thus, the job to the ID. The mapping will happen automatically if you include the RecMan Job no. in the import file.

Note that RecMan will only locate active jobs that are within the scope of dates in the file.

Map articles

Finally, when you have informed RecMan what IDs and rows in the file are connected to what job, you may map the selected articles to available articles on the appropriate job. Similar articles will automatically map as soon as you connect a given article. If the article name in the file is identical to that in RecMan, the mapping will happen automatically.

File types and columns

Below is a description of the available column types when creating a template. Note that the file types have different columns and features.

File examples attached: