The Data Import Process
The GLOBAL data import process allows you to add new records to many categories, such as Assets, Services, and Parts, with one simple upload. To add data using the data import process, you first download and complete an Excel data template, then import the completed information to GLOBAL. This method allows you to upload large amounts of data quickly, and is useful in getting your company up and running in GLOBAL.
You can import up to 10,000 records to GLOBAL in a single import and export up to 20,000 records from GLOBAL in a single export. You can also import data from more than one category at a time. For instance, you can upload a completed Resources data template while your completed Assets template also uploads. You can continue working in GLOBAL while data is being imported or exported and receive notifications in GLOBAL and via email when the import or export is complete.
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.
Imports take approximately one minute for each 1,000 records. Exports take approximately one minute for each 25,000 records. The data import process is available for records accessed by the following menu items:
- Resources.
- Administration.
- Assets.
- Libraries.
- Inventory.
- Organization.
- Directory.
- Security.
User Roles and Main Menu Categories
Most of the main menu categories that use the data import process require users importing data to be assigned to a Maintenance Manager or Maintenance Admin User Role. Other User Roles are required to import data into the Assets and Inventory menu categories, as seen in the table below.
| Required User Roles | Main Menu Categories |
|---|---|
| Maintenance Manager and Maintenance Admin |
Resources Menu Administration Menu Organization Menu Directory Menu |
|
Maintenance Admin Only |
Security Menu |
| Assets Manager and Assets Admin |
Assets Menu Libraries Menu |
| Inventory Manager and Inventory Admin |
Inventory Menu
|
The data import process can add new records to more than one category during a single upload. The ability to add new records to more than one category is based on the User Role(s) assigned to the person uploading information using the data import process.
Example: A Maintenance Manager user adding Shops to the Resources menu category assigns the Shops to new Maintenance Categories which have not yet been added to the Administration menu category. The data import process creates entries for the new Shops in the Resources menu category and also automatically creates entries for the new Maintenance Categories in the Administration menu category.
Example: A user assigned both the Maintenance Manager and Inventory Manager User Roles adding new Parts to the Inventory Menu category includes Manufacturers which have not yet been added to the Directory menu category. The data import process creates entries for the new Parts in the Inventory menu category and also automatically creates entries for the new Manufacturers in the Directory menu category. This user is assigned User Roles which allow them to add new items to both the Inventory menu category and the Directory menu category.
Data Import Templates
There are eight Data Import templates that correspond to the following main menu categories:
- Resources.
- Administration.
- Assets.
- Libraries.
- Inventory.
- Organization.
- Directory.
Each data import template is available to download from multiple pages that are accessed from a main menu category. For example, the Administration Data Import template can be downloaded from any of the following pages: Services, Priorities, or Maintenance Categories. Each Data Import template contains multiple sheets which allow you to import data for the pages and records accessed from each main menu item. You can add information to multiple sheets in a Data Import template before uploading the template to GLOBAL. The information from each sheet will be imported to GLOBAL when you upload the template. This allows you to import data to several pages in GLOBAL at once. For more information, see Using the Data Import Process
Notes
Note: Importing very large numbers of records can cause the upload to timeout. We recommend limiting the number of records imported to around 1000 at a time to avoid timeout issues.
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.
Note: Your Multisite settings can affect Users and Requesters who have been added to GLOBAL via the data import process. When the Multi Site Option is on and Allow users access to root site is disabled, the Users and Requesters who have been added via the data import process will not have access to the root site. For more information see GLOBAL Multisite Settings.