The Bulk Import feature for workplaces in Smart Arena is designed to simplify the process of managing multiple workplace entries. This tool enables administrators to upload large sets of workplace data in one action, eliminating the need for manual entry and reducing the risk of errors. By preparing an Excel file with the necessary details, you can quickly and accurately add workplaces to 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 Workplaces.
Upload Your File
Prepare your Excel file containing the workplace 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 workplace, such as "accountant", while the Internal Code is for unique identifiers.
The Order field defines the sequence of workplaces, such as assigning "1" for a head of the department and "2" for an assistant.
Actions:
First, choose the desired action(s) to perform by toggling the available options.
To add new workplaces, turn on the Insert option.
To update existing workplaces, enable the Update toggle.
To remove workplaces 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 workplaces displayed in the table.
Ensure that the details such as Name and Mapping Code 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.