Introduction

The Excel Import functionality allows you to import data from Microsoft Excel files into FirstBit Software instead of entering it manually.

It can be used to create new documents and master data records, populate table sections, or simplify the migration of large volumes of information into the system.

The import process is based on configurable Excel Import Templates, which define how data from an Excel file is transferred to the corresponding objects in FirstBit Software.

The system configuration includes standard functionality for loading data from external Excel files. For loading using standard tools, the system provides predefined Excel Import Templates in the Administration → Master Data → Excel Import Templates catalog.

For each Excel Import Template, it is possible to download an Excel file template (a table with empty strings) using the Download button on the top of the list form. The downloaded file can then be filled with data and uploaded back into the system.

The system configuration includes standard functionality for loading data from external Excel files. For loading using standard tools, the system provides predefined data loading templates in the Administration section (Administration > Master Data > Excel Import Templates).


Standard and Custom Excel Import Templates

The Excel Import framework provides a universal mechanism for importing data from Microsoft Excel files into FirstBit Software.

Depending on the target object, Excel import may be implemented in different ways:

  • using a standard Excel Import Template provided with the system;
  • using a custom Excel Import Template created by a user or administrator;
  • using a custom Excel Import Template extended with an import handler.

A standard Excel Import Template is not available for every document or master data object. If no predefined template exists for the required object, a custom template can be created.

The availability of a standard template and the supported import functionality depend on the target object and the system configuration.

In addition to the standard templates delivered with the system, users can create custom Excel Import Templates using the Create button in the Excel Import Templates catalog.

Before creating a custom template, make sure that the Excel loader is connected to the required object.

For example, if you are going to create documents based on Excel files, verify that the required document type is available for import and that the necessary settings are configured for the object.



Excel Import Templates Catalog

The setting of Excel Import Templates is performed through the Excel Import Templates catalog (Administration - Master Data).

Each template represents a description of the loading process for a specific object or table section, depending on the template settings.

Excel Import Template Structure

Every Excel Import Template consists of one or more configuration sections that define how data is processed during import.

Depending on the import scenario, a template may include:

  • Main Parameters – define the general template settings and target object. See more - Main parameters tab
  • Fields – define how Excel columns are mapped to system fields. See more - Fields tab
  • Handlers – extend the standard import process with custom business logic when template configuration alone is not sufficient. See more - Handlers tab (for some cases).

Important

Excel Import Templates are highly configurable.

Import behavior depends on the configured template and, where applicable, any implemented customization.

Different templates created for the same document type may support different fields, validation rules, object search logic, numbering behavior, and other business processes.

The presence of a field in a document or in an Excel file does not automatically mean that this field can be imported using standard functionality.

Import behavior should always be evaluated based on the configuration of the specific Excel Import Template being used.

Importing Data Using Excel Import Templates

Once the template settings are completed and the template is saved, data from Excel can be uploaded directly to the selected system object using the Import from Excel option.




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