Importing data using Excel

Using the Excel data import feature, you can create records for any table that has an Excel import template by filling out an Excel list.

Import time limits:

• If the test has already been running for more than 2.5 minutes, the import file should be split.

• The maximum import time is limited to 15 minutes before the import is canceled.

Import limitations regarding data volume:

The maximum amount of data that can be imported depends on the following factors:

• SQL Server performance

• Number of rows to be imported

• Number of columns to be imported

• Number of columns in the import that refer to select fields

Tip: It is possible to split the import across multiple files to reduce the number of columns.

Prerequisites

• You must be a member of a user group with administrative rights

Download import template

1. Open the list into which data is to be imported (e.g., Control Panel - Property Management - Property Accounting/Cost Entry - Chart of Accounts - General Ledger Accounts).

2. In the list's toolbar, click Export and then click Data Import Template.

3. Click on Generate.

The import template will be downloaded.

Fill the import template with data

1. Open the import template in Microsoft Excel.

2. Fill the import template with data. Please note the following instructions.

• Make sure there are no empty columns between the columns. It is not possible to import empty columns. The import will then stop at this point. Move columns without content to the end of your import template.

• The required fields in the table must be filled out and present in the Excel file.

• You can clean up data you previously stored in Microsoft Excel and transfer it to the import template. Make sure you enter the data into the correct columns.

• Some columns refer to data from other database tables in the eTASK system. They are represented in the user interface by drop-down menus. If you enter data into these columns in the import template that is not yet registered in the database, the data record in that row cannot be imported. To work around this issue, you can import the required data into the FM Portal one by one. This way, they will already be present when importing data that is based on them and can be recognized.

Example: You want to import workstations, including their department assignments (Basic Data - Employee Management - Workstations - Workstations). The departments must already be entered in the FM Portal for the import to work. If the departments do not yet exist, create the corresponding records in the “Departments” table (Basic Data - Departments) before importing.

• To transfer the contents of dropdown fields into an imported record, a partial entry of the dropdown field’s content is sufficient, provided it is unique. It is also not necessary to distinguish between uppercase and lowercase letters.

• To populate checkboxes: Enter “TRUE” if the checkbox should be checked. Enter “FALSE” if it should be unchecked.

Import Data

Path to the starting point: Control Panel - Portal Options - Interfaces - Excel Data Import

1. Click Select... and choose the import file.

2. Click Load List. All rows of the import file will be displayed.

3. Click Test. Each row is checked to see if it can be imported. The following results may appear:

• Green: Row importable. The row can be imported.

• Yellow: Input required. The field is invalidly empty and must be filled in if the row is to be imported.

• Blue: Record exists. This record already exists. If there are no discrepancies, it will be ignored during import. If there are discrepancies, the corresponding record will be updated.

• Beige: Text too long. The field entry exceeds the maximum number of characters allowed and must be shortened if the row is to be imported.

• Red: Selection text not found. The selection text was not found and must be adjusted to match one of the possible selection texts if the row is to be imported.

• Pink: Content will be deleted. This content was previously available in the eTASK.FM portal and will be deleted with this import.

Note: If the message "Duplicate according to configuration" appears, this means that the uniqueness check for this field is active. The message indicates duplicate entries. This can happen, for example, if an employee ID is to be imported that already exists in the system or (during an Excel update) if an employee ID is to be overwritten by a new employee ID during the import. You can find an overview of possible error messages here: Meaning of error messages during Excel import

4. If you want to import the importable rows, click Import Data. No further confirmation is required.

The data will be imported into your eTASK.FM portal.

Tip: If some rows were identified as unimportable during the test of the Excel import file, you can still import the remaining rows and import the error-prone rows in a second step. The rows already imported will be ignored, so no duplicates will be created.

See also:

📄 Sachkontenrahmen erstellen IC2262

📄 Import von Mietverträgen über Excel IC1761

📄 Mehrere Dokumente gleichzeitig ins Digitale Archiv hochladen IC1971