Importing Sites

Classic Interface

The following section describes the steps for importing Sites to an Activity on the Classic Data Entry Interface.

You might have multiple data entries (here called Sites) already available on a spreadsheet outside ActivityInfo. You don't have to add all these entries manually. Instead, you can batch import these entries from the spreadsheet to ActivityInfo.

The supported spreadsheet formats on ActivityInfo are:

  • Excel 
  • Open office
  • Libreoffice 
  • Numbers

How to Import Sites

Prepare the Data
  • Each of the mandatory Common Property Fields in your Activity must have a corresponding column in your spreadsheet.
  • Since the Start date, End date, Partner and the Location Property Fields are always mandatory, you will also need to have columns for those in your spreadsheet file. If you don't have such fields in your spreadsheet, you need to create them.
  • Make sure your data is written the exact same way in your import file as in ActivityInfo.
  • For Dates use the international format YYYY-MM-DD to prevent a wrong format conversion.

The more your Column Headers in the spreadsheet match with the Activity Fields in the system, the more the chances the columns will be automatically matched.

Import the Data

 

  • You will be redirected to the Import page. Select all the data you want to import from your file.
  • Copy (CTRL+C or Command+C) the data, including the column headers.
  • Paste (CTRL+V or Command+V)  the data on the white box on the Import page.
  • Click on the "Next" button to proceed.
Match Columns with Property Fields
  • In the following Table some of your Column Headers will have been matched to the ActivityInfo Column Headers. They will be highlighted in green.
  • Take a look at the matched Column Headers and make sure they have been matched correctly to the Common Property Fields of your Activity.
  • The ones that haven't been matched at all won't be highlighted in green and you need to match them manually to the Activity Fields.
  • At the bottom of the table you will be informed if something is missing. Make sure you add this information before you proceed.

Fields with a red asterisk are mandatory and must have a corresponding column in your file.

  • To match manually a Column Header, click on the "Choose Field" box underneath the Column Header that you want to match.
  • Scroll down at the Fields panel on your right side until you find the Field name you want to match this column with.
  • Select the Field.
  • Repeat the same process until all of the Column Headers have been matched to a Field.
  • You can choose to ignore a Column by selecting the "Ignore this Column" option in the Fields panel.
  • When you have matched all the Column Headers to the Fields, click on the "Next" button.
Validate the Imported Data
  • On the following Table you will validate the data to make sure they will be imported correctly.
  • When all entries appear in green you are ready to import the data.
  • If all entries are not marked in green, detect any possible issues according to the color of each entry.
  • Hover the mouse over the entry to see an explanation.
  • If needed make necessary modifications to your initial spreadsheet.
  • Repeat the import process up to this step until all entries are marked with green.
  • Click on the "Finish" button.

If you choose to continue without having all the entities marked in green, keep in mind that rows where one or more values are highlighted in red will not be imported.

Consult the Color Code and the Import Rules
Color Code
Green We found a perfect match for this value.
Yellow We found an imperfect match (less than 100% confidence) for this value.
Red We failed to find a match for this value. The row to which this entry belongs will not be imported.
  • In the case of a yellow code, you will see the following message: 

"Matched to: <matched value>  Confidence: <percent>% "

This percentage can help you make your choice on how to proceed with the specific entry.

  • Keep in mind that it is not possible to modify values or matches in the validation window. To modify your imported data, you will need to modify your initial file and restart the import process from the beginning.