Relius Documents ASP Multi-Doc Processing: Data Entry Routines (DER)

Transcription

1 Relius Documents ASP Multi-Doc Processing: Data Entry Routines (DER) , select option 2

2 Table of Contents Overview...3 Enabling Multi-Doc Processing...4 Multi-Doc Options...5 Initiating a Data Entry Routine Import...5 Spreadsheet Formats...6 Import Options...9 Reversing D.E.R. Imports Contact us

3 Overview Multi-Doc Processing is a licensed add-on module for the Relius Documents ASP system that allows you to perform batch operations with your documents projects. This module is equipped with a Data Entry Routine (D.E.R.) feature that will allow you to update the elections and values in multiple checklists at one time via instructions provided on a spreadsheet, such as: Remove elections across one or more existing project checklists at one time. Add elections across one or more existing project checklists at one time. Update or add insert field values across multiple checklists at one time. Provide instructions and checklist elections for purposes of setting up multiple plans at one time. Also, please be aware that instruction spreadsheets uploaded as part of Data Entry Routines must be in the.xlsx file format that is associated with Microsoft Excel 2007 and higher. Note: Product names or references to products in this document are for demonstration purposes only and may not represent current, available products. 3

4 Enabling Multi-Doc Processing User Permissions In order to utilize the Multi-Doc Processing, the person with Project Administrator rights will have to enable this function from the user group level. If you have Project Administrator right, go to Administration > User Group Setup > Modify. Select the user group and click OK. Figure 1 Check the box for Multi-Doc Processing and click OK at the bottom to save the changes. Every user that is assigned to this user group will now have access to the Multi-Doc Processing feature. Note: most changes made within the system, require logging out and back in to activate. If Multi-Doc Processing is not listed under User Group Services, your account has not been licensed for the Multi-Doc Processing add-on module. Figure 2 4

5 Multi-Doc Options Once the Multi-Doc Processing box has been selected under the Services tab for a particular user group, a separate Multi-doc Options tab will appear on the User Group Information page. From here you can grant users in the group permission to access the D.E.R. functionality by checking the Users in this group can perform Data Entry Routine imports checkbox. Figure 3 Initiating a Data Entry Routine Import Data Entry Routine imports are carried out by uploading a spreadsheet that consists of instructions that specify the projects and checklist answers that are to be added, removed or modified within each respective checklist. To initiate a Data Entry Routine import go to Tools > Multi-Doc Processing > DER Import. Click the Browse button to select the Excel spreadsheet file you want to to use for D.E.R. import. Once you have selected a file, click the Upload button to upload the file and be presented with your import options. Note that simply uploading the file does not start the data import process. Figure 4 5

6 Spreadsheet Formats Spreadsheets must be.xlsx format (Excel 2007 or higher) files that meet specific formatting standards depending upon the type of import you are attempting to perform. Tip: One of the most efficient ways to create a D.E.R. spreadsheet is to first run a Checklist Data Report* and output the results to an Excel file. With a report file you can eliminate the columns that are not needed for D.E.R. (Product, Version, Last Save, User Name, Amends Project) and then simply narrow the report file down to the projects and responses you wish to modify. *Requires a license for the Reporting add-on module. Create New Projects If the desired import type is Use imported data to create new project checklist(s), the spreadsheet format is: The first worksheet in the file must be titled Sheet1 or Worksheet1 and must contain all the data for the D.E.R. The first column must be labeled Project Name and must contain the project name values for each of the projects you are attempting to create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools > Data Import > View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want a response to be selected in any of the project checklists you have specified in the file, place an X in the applicable column/row for the respective linkname/project. If you want an insert value to be added in any of the project checklists you have specified in the file, enter the desired value in the applicable column/row for the respective linkname/project. Be sure all cells in the spreadsheet file are formatted as TEXT to ensure values are properly updated. Figure 5 6

7 Update Existing Project If the desired import type is Merge imported data into the project checklist(s) specified in the uploaded file, the spreadsheet format is: The first worksheet in the file must be titled Sheet1 or Worksheet1 and must contain all the data for the D.E.R. The first column must be labeled Project Name and must contain the project name values for each of the projects you are attempting to update. The second column must be labeled Catalog Number and must contain the catalog number values for each of the projects you are attempting to update. The third column and each column to the right must contain the linkname value associates with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want a response to be selected in any of the project checklists you have specified in the file, place an X in the applicable column/row for the respective linkname/project. If you want an insert value to be added or modified in any of the project checklists you have specified in the file, enter the desired value in the applicable column/row for the respective linkname/project. NOTE: Leaving a cell blank will result in the current value for the checklist response to remain as is. If you want a response selection to be removed in any of the project checklists you have specified in the file, place an *prefix ahead of the linkname column heading (example: *EmployerNameA). Then place an X in the applicable row for the projects in which you want the specified response selection removed. Be sure all cells in the spreadsheet file are formatted as TEXT to ensure all values are properly updated. Figure 6 7

8 Use Existing Checklist Data to Create New Project If the desired import type is Merge imported data with existing checklist data to create new project checklist(s): The first worksheet in the file must be title Sheet1 or Worksheet1 and must contain all the data for the D.E.R. The first column must be labeled Project Name and must contain the project name values for each of the projects you are attempting to create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want a response to be selected in any of the project checklists you have specified in the file, place an X in the applicable column/row for the respective linkname/project. If you want an insert value to be added in any of the project checklists you have specified in the file, enter the desired value in the applicable column/row for the respective linkname/project. NOTE: Leaving a cell blank will result in the current value for the checklist response to remain as is. Be sure all cells in the spreadsheet file are formatted as TEXT to ensure values are properly updated. Figure 7 8

9 Import Options Once you have uploaded the D.E.R. file, you will be presented with three different import options. Figure 8 Import Option Purpose Actions Required Use Imported data to create new project checklist(s) Merge imported data into the project checklist(s) specified in the uploaded file Merge imported data with existing checklist data to create new project checklist(s) The data in the D.E.R. file will be used to create multiple plans at one time. The data in the D.E.R. file will be used to update multiple plans at one time. The data in the D.E.R. file will be merged with a copy of default selections to create multiple new projects at one time. Select the Product and Version assignment for each of the projects that will be created. Enter and confirm the address to which notification will be sent when the import is complete. Click the OK button to start the import process Enter and confirm the address to which a notification will be sent when the import is complete. Click the OK button to start the import process. Select the project containing the default checklist elections you want copied to each of the projects that will be created as a result of the import. Enter and confirm the address to which a notification will be sent when the import is complete. Click the OK button to start the import process. 9

10 Reversing D.E.R. Imports If you want to undo changes that were made via a D.E.R. import, the Checklist Restore function will allow you to restore one or more project checklists to their previous state. To initiate a restoration of project checklists, go to Tools > Multi-Doc Processing > Restore DER Import. Figure 9 A list of projects that were updated as part of a D.E.R. import will be displayed in descending date/time order. Use the JobGroup column to identify all projects that were part of the same spreadsheet (the Job Group number will be the same across each of the project records). Select the project(s) you want to restore to a pre-der state. Enter and confirm the address to which a notification will be sent once the restore has completed. Click the Restore button to initiate. Each of the selected project checklists will be reverted back to their exact state at the time just prior to the DER import. IMPORTANT: Any updates made to the checklist after the DER import being reversed will be lost as part of the restore process. 10

11 Contact us If you have any questions about prices, fees, or invoices, please contact our FIS Relius Client Services department at , select option 6. If you have any legal questions about what to select in the checklist or language in the documents, please call , select option 4 and a FIS Relius Representative will create an incident for you to submit to our legal team. For any product questions, issues, or how to, please contact our FIS Relius Documents Product Support department at , select option 2. You can also submit an incident from our support site at and click Incidents from the right. You will receive an incident number and a FIS Relius Representative will contact you via or phone FIS and/or its subsidiaries. All Rights Reserved.