Mass Maintenance

Map Columns from the Template to Columns from the Excel File

Once an external request scenario for an Excel-initiated request has been created and the Excel file to be used with the scenario has been uploaded and processed, the columns in that Excel file must be mapped to columns in the staging table.

As a result of the mapping, when request data (submitted in an Excel file by an external contact) is moved from the staging table to the table used for the Data Entry role for the request, it is either:

Copied from the staging table to the table used for the Data Entry role for the request or

Replaced by a fixed value

NOTE: An Excel file must have been successfully processed for the scenario prior to performing these steps. Refer to Create an External Request Scenario for an Excel-initiated Request for more information.

NOTE: If a template uses an external request scenario that creates Excel-initiated requests, that template cannot be activated until at least one of the columns in the Excel file has been mapped to the template columns on the Template (External Request Scenario Column) page.

NOTE: Columns should always be mapped for the role with the lowest priority. If columns have been mapped to the Excel file, a new role with a lower priority than the role for which columns have been mapped cannot be added. For example, the Data Entry role has a priority of 20 on a template and template columns have been mapped to the Excel file for the External Request Scenario for this Data Entry role. A Template Administrator cannot add a role with a lower priority than 20 to the template.

To map columns in an Excel file to template columns:

1. Select Team in the Navigationpane.
2. Click Templates for a team.
3. Click Vertical View for a template that uses an external request scenario to produce Excel-initiated requests.
4. Click Configuration tab.
5. Click External Request Scenarios.
6. Click Vertical View for a scenario that has the EXCEL ALLOWED check box enabled.
7. Click the Advanced tab.
8. Click Map Sheet Columns.

NOTE: The Map Sheet Columns icon is only active once the following two criteria are met:

• An Excel file has been successfully processed for this scenario.  Refer to Create an External Request Scenario for an Excel-initiated Request for more information.
• The Template has been generated. Generate a template on the Templates page’s Vertical View on the General tab.

NOTE: See the following two sets of steps for instructions to map a column from the Excel file to a column in the template or to map a fixed value to the template column.

To map a column from the Excel file to a column in the template:

1. From the Template (External Request Scenario Column) page, click Edit for a COLUMN NAME.

   View the field descriptions for the Template (External Request Scenario Column) page

   NOTE: The COLUMN NAME is the name of the table’s column in the template.

2. Select a column from the STAGING COLUMN NAME list box.

   NOTE: The options in the STAGING COLUMN NAME list box are the column names from the Excel file.

3. Click Save.

To map a column from the Excel file to a fixed value:

1. From the Template (External Request Scenario Column) page, click Edit for a COLUMN NAME.

   View the field descriptions for the Template (External Request Scenario Column) page

   NOTE: The COLUMN NAME is the name of the table’s column in the template.

2. Click the STAGING COLUMN NAME list box.

3. Enter the fixed value in the filter field that displays above the options.

   NOTE: A fixed value must be surrounded by single quotation marks (e.g., ‘10’).

4. Press the Enter key.
5. Click Save.

When submitting an Excel file for an Excel-initiated request, the request uses the fixed value for this column in the table used for the first Data Entry role for the request.