In addition to integrating your systems with Oomnitza, you can update and create new records in Oomnitza through spreadsheet imports.
Step 1: Prepare your data source
- Create a .CSV / .XLS / .XLSX file or a Google Sheets document
- Put your data in a spreadsheet where the column names should represent the names of the fields and the values below the columns names should represent the values of the fields.
Step 2: Configure initial settings in Oomnitza
- Select one of the modules in the Oomnitza portal menu depending on which object you are going to update: Assets, Software, Contracts, People or Locations
- On the opened page click 'Import' to open the Import feature screen. It consists of two main sections: Import (which is described in this article) and Import Manager (learn more about Import Manager).
- Oomnitza will navigate you to the Import page. The left panel is the place where you can perform the initial import configuration.
- In the Import page select one of the data source types:
4b. Google Sheets
Depending on which option you choose, you should pick a file to upload or provide a link to a Google Sheet document. Our system will check if the file type or Google Sheet link is valid.
- After it you should select the Import Preference from the available options:
5a. Update and Create
Oomnitza is allowed to both update values for existing objects and create new objects
Oomnitza is allowed to create new objects and all update will be ignored
Oomnitza is allowed to update existing objects and all new objects will be ignored
- Under the Advanced expandable section you can:
6a. Change a Time zone (UTC offset) and Location. This information is used by the Import Manager to display the correct date and time of the start and completion of the import run for all users.
NOTE: by default the location set is 'Default', the timezone is 'GMT +0:00/UTC'.
6b. Add Tags to your import to find it quicker in the Import Manager later
6c. Choose to receive or not an email notification about the completion of the import run. By default the notification is turned on.
- After the configuration is done and the system verifies that there are no critical errors in the data click 'Continue' to move to Step 3
NOTE: 'Continue' button will only be available if system finds no issues with data source on this step.
Step 3: Configure mapping and validate
- On the mapping page you will see two columns from the right and from the left. The left column displays the names of the spreadsheet columns. The right column displays the fields of the object type (asset, software, location, person, contract) in Oomnitza. You should create connections between items from these columns in one of the next ways:
1a. Smart mapping
Click 'Smart mapping' to have Oomnitza find attributes with identical names and create appropriate connections:
1b. Manual mapping
Drag the needed attribute from the left column and drop it on the needed attribute from the right column.
1c. Mapping Template
Use previously saved mapping configuration (learn more about Mapping templates).
TIP: You can remove connection between attributes by hitting the button
- Select the so called 'Primary Identifier'. Only attributes with unique values can be Primary Identifiers. Also they should be mapped to the attribute from the left column to become selectable.
NOTE: Primary Identifier is required to identify if the same object exists in both Oomnitza data base and the data source selected for import. If yes then the existing Oomnitza object will be updated with data from the source. If no - Oomnitza will create a new object (double check the selected Import Preference option to achieve the needed result).
TIP: Any Oomnitza field which is configured to have unique values can be selected as a Primary Identifier. To be able to select such Oomnitza field as a Primary Identifier it should be mapped on a column name from the spreadsheet.
- Click 'Validate' to make Oomnitza run a data consistency check and show you the result.
- Click 'Import' to start the data upload.
NOTE: If Oomnitza finds any 'blockers' (issues marked under the tab) it will not allow to run import by disabling the 'Import' button. You should fix errors in your data source table first and then start the import process from the beginning.
- After that Oomnitza will start an import run and show the progress on the Import Manager screen. There you can keep track of the process.