Setup Manager Overview
All imports are accomplished using spreadsheet templates provided by UtilityTrac Plus. The process is simple. First, download (export) the appropriate template. Then add the organization setup data to the spreadsheet using the columns provided. When done, save the spreadsheet and then upload (import) the data to the UtilityTrac Plus database using the Import Wizard. This method greatly speeds and simplifies the initial organization setup process.
*Note: The UtilityTrac Plus-generated setup spreadsheets may contain pre-populated data from the current database. Always download a new template each time the Setup Manager is used, so that the most current information is provided.
- Login to UtilityTrac Plus.
- Select Administration>Setup Manager from the Main Menu.
- Select the type of item (Vendors, Cost Centers, etc.) to be imported, using the drop-down list provided.
- Generate and export the template by clicking the Generate Template button.
- From the Export window, select the desired radio button option:
- Open with ... will open the exported spreadsheet in the specified application.
- Save File will save the template to the default download directory.
- Add the required/desired data to the template.
- When done, save the file and return to the UtilityTrac Plus Setup Manager.
- Click the Launch Import Wizard button. The Setup Sheet Importer window will open.
- Click the Browse button. The Select file... window will open. Locate the prepared template file and click to select it. Then click Open.
- Click Continue from the Setup Sheet Importer. UtilityTrac Plus will attempt to import the spreadsheet data and will display the import results.
IMPORT NOTES: The Setup Importer observes the following rules:
- If a row of data representing an item is complete and can be created, it will be.
- If a row of data representing an item has errors, that item will be added to a new Excel file containing all errors, and the problem cells will be highlighted and notations will be provided specifying the errors.
- Once the import process has been completed, the application will display how many items were successfully created and how many items failed to be created. These failed items can be saved to a new spreadsheet template, corrected, and re-imported.
To accept the import results, click Finish. To cancel this import attempt (including all items that were successfully created), click Cancel. All items that were created will be deleted.
If the import is canceled, modify the original setup spreadsheet to correct any errors and try the import again.
Created items cannot be deleted using the setup manager.
All UtilityTrac Plus-generated Setup templates have a few things in common:
Row 1: This row contains the UtilityTrac Plus description for the data to be imported.
Row 2: This row indicates if the data is required for that column, as well as any default values that will be populated during the import if no value is provided.
Row 3: This row indicates the format and limits for the data that is expected. If the data does not match what is indicated, that item will not be created and an error file will be returned at the end of the import with error details.
Some columns in templates contain pre-populated drop down lists based on data from the existing database. This helps ensure that the correct data is imported. A value can either be selected from the drop down or typed directly into the cell. However, if the entered value is not contained in the provided list, an error will result. In cases where there is a relationship between multiple columns (e.g. Vendors and Rates), the drop-down selection options will change based on available data.
Imports that provide hierarchical structure (e.g. Buildings and Organizations) have a few nuances that need to be understood before filling in the spreadsheet. Those details are discussed in the Importing Hierarchical Setup Items topic.
Most items are identified by a Name and a Code. A Name is usually the friendly text that is the 'common name' of the item (e.g. Recreation Building). The Code is typically an abbreviated form that is a unique identifier for that item. Every Code in UtilityTrac Plus must be unique. Whenever a Name is required in the setup template, the Code is required as well, and vice versa.
The Import Error Template
Any items that could not be created because of errors in the spreadsheet data are saved to a new file and made available at the end of the import process. This file contains ONLY rows that did not import correctly. Any cell in each row that had problems is highlighted in red, and text notes are provided in the first column of the spreadsheet and as cell notes for each problem cell.
When the errors have been corrected, the new file can be imported using the Setup Manager. If there are any remaining errors, a new file will be provided, and the process can be repeated.