The Bulk Import feature for organizational units in Smart Arena allows administrators to efficiently upload multiple units in a single operation. This functionality eliminates the need for manual data entry, saving time and ensuring accuracy. By preparing an Excel file with the necessary details, administrators can quickly map their organization's structure into the platform.
In the left-hand navigation menu, click on User management. Under User management, select Bulk import.
On the Bulk Import page, click the Get Started button.
In the Select data type dropdown menu, choose Organizational Units.
Upload Your File
Prepare your Excel file containing the organizational unit details. On the bottom of this article there's a template file you can use.
Click the Select file button to select your Excel file.
When the file is chosen, you can change or remove it if necessary, before continuing the process by clicking Next.
Match the fields from your Excel file to the corresponding fields in Smart Arena. This ensures the data is imported correctly. When you have matched all the fields, click Next.
The Name field is applied to map the name of the location or unit, such as "Office Name" or "Department Name," while the Internal Code is for unique identifiers like for distinguishing departments or units.
The Parent Unit ID is used to establish hierarchical relationships, indicating parent departments or locations for sub-units.
The Order field defines the sequence or priority of locations or units, such as assigning "1" for a head office and "2" for branches.
Actions
First, choose the desired action(s) to perform by toggling the available options.
To add new organizational units, turn on the Insert option.
To update existing organizational units, enable the Update toggle.
To remove organizational units based on the uploaded data, select the Delete option.
It's also possible to combine both Insert and Update if necessary.
Next, select the comparison criterion from the Compare data by dropdown menu.
This allows the system to match records in the uploaded file with existing data. You can choose to compare records by Name, which matches the name of the organizational unit, by ID, which uses a unique identifier, or by Internal Code, which matches an internal reference code.
After configuring the desired actions and selecting the comparison method, proceed by clicking the Next button to continue to the next step in the import process.
Wait for the system to process the data. Check the list of organizational units displayed in the table.
Ensure that the details such as Name, Mapping Code, and Status are correct.
Look for any highlighted rows in the Problem column that may indicate issues with the data.
Use the Search bar to locate specific entries or filter the data as needed.
Proceed and Skip
If any issues are highlighted in the Problem column, the system can not fully upload the data. By clicking Proceed, the system will try to upload the incorrect/incomplete data by importing the columns that are correct. By clicking Skip, the incorrect/incomplete row will be skipped altogether.
8. Import report
Check the summary displayed on the screen. It includes the number of new records successfully added, the number of existing records successfully updated, the number of records removed, and the number of records skipped due to issues.
Download the Import
Click the Download button to save a detailed report of the actions performed during the import process. This is especially helpful if the data was not uploaded, the problem in question will be described in the details page of the downloaded report.
Click the Finish button to finalize the bulk upload process. This action closes the process and saves the changes to the system.
Make sure, your data sheet in excel has a table head, otherwise you could have issues with importing the file.