How do I add data to GLOBAL?

It is important to have complete and accurate data to get the most from GLOBAL. GLOBAL includes three different data entry methods that help you get started with importing large amounts of your company's existing data, then allow you to keep accurate records as your organization continues to add items such as parts or assets. You can even add items on the fly without interrupting workflow. Users with certain Admin or Manager permissions can add data using the following methods:

  • Using the Data Import Process allows you to upload large amounts of data quickly. This method is especially useful in getting your company up and running in GLOBAL and is available for over 20 categories including Users, Parts, and Assets.
  • Adding Individual Data Records allows you to add new detailed data records as needed through forms in GLOBAL.
  • Entering Data on the Fly allows you to add new basic individual data records while completing other tasks, such as while entering a work order.

Using the Data Import Process

 

The data import process allows users to add new records across a variety of categories with one simple upload. For example, a user adding new parts with the data import process can include manufacturers which have not yet been added to the Organizations category in the Directory. The data import process creates entries for the new parts on the Inventory Parts page and also automatically creates entries for the new manufacturers on the Organizations page.

To add data using the data import process you will first download and complete an Excel template, then import the completed information to GLOBAL. Each category has a unique template which is available on the category page. For example, the data import processtemplate for Parts is found on the Inventory > Parts page. The following instructions give you an overview of how to use the data import process:

Note: Most fields in GLOBAL are limited to 50 characters, with the exception of Description fields. If your completed data import template includes more than 50 characters in any one of these fields, the data import upload will fail.

  1. Go to the category page for which you are importing data.
  2. Select the data import icon . The data import window opens.

  3. Select Download Template. An Excel file with named columns downloads to your computer. The column names correspond to fields in the data records in GLOBAL.

    Note: Data export times are approximately one minute for each 25,000 records exported.

  4. Open the Excel file, select Enable Editing. At the bottom of the page, select the sheet that corresponds to the data you want to add to GLOBAL, and enter the information in the columns on the template.

    Note: Columns which are marked with an asterisk are required.

  5. (Optional) Continue selecting and completing additional sheets in the template as needed.
  6. Save the file.

To import the completed template:

Note: It is recommended that the data import include Site data and that the data import process take place when the user is logged into the Root Site.

  1. Go to the category page for which you are importing data.
  2. Select the data import icon . The data import window opens.
  3. Select Import from Template. The Import from Template window opens.
  4. Select Choose File, navigate to the completed template, and select Open.

  5. In the Import from Template window, select Upload. The data is uploaded and appears on the category page.

    Note: Data import times are approximately one minute for each 1,000 records imported.

    Note: The data import process is available for the following categories: Users, Requesters, Shops, Labor, Vendors, Other Costs, Services, Priorities, Maintenance Categories, Meter Reading Updates, all Assets categories, all Libraries categories, Parts, Inventory Locations, Sites, Departments, Accounts, and all Directory categories.

Note: Data categories and items are not available to users while the categories and items are being imported to GLOBAL. For example, users are not able to access the Assets page or add Assets to tasks while Asset data is being imported to GLOBAL. Users see a progress bar on these pages that lets them know when the import process is complete.

Adding Individual Data Records

When you have a small number of items to add to GLOBAL, you can use the new record form available in each category to enter complete, detailed data about each item. The following instructions give you an overview of how to add individual data records.

  1. Go to the category page for the item you are adding. For example, if you are adding a vendor, go to Resources > Vendors.
  2. Select the New button . The New item page opens.
  3. Complete the fields as needed. Fields marked with a red asterisk are required.
  4. Select Save. The New item page closes and the item appears on the category list.

Entering Data on the Fly

GLOBAL makes it easy for users with certain permissions to enter select items as needed while they are completing other tasks. These on the fly additions allow you to quickly add simple items without interrupting workflow. For example, you may be creating a work order for an asset that has not been added to GLOBAL and is not included in the work order asset field drop-down list. You can enter the asset name in the Asset field and it will be added to the Asset list in GLOBAL. The following instructions give you an overview of how to add data on the fly.

  1. Select the needed field on the form.
  2. Enter the name of the item in the selected field.

  3. Select Add New. The item is added to the form and the name you entered is added to the appropriate category list.

    Note: on the fly data entry is available for the following categories: Asset, Service, Shop, Site, Maintenance Category, Supervisor (Shop), Person, Asset Type, and Asset Group.