Importing Xyicon Updates from Excel

Use this article to learn how to import updates in bulk to the XYICONS module window using a Microsoft Excel file. You can import updates for a single portfolio or the entire organization (multiple portfolios). Organization-wide import can only be performed by Xyicon Administrator.

Before you begin

Xyicon Requirements for Import

• Make sure you have set up the following module settings for the Xyicon module under Xyicon Settings ( ): Xyicon Types, Xyicon Fields, and Xyicon Layouts.
• Verify that your Xyicon User has the necessary permissions to update xyicons. 

Module settings and user permissions are managed by your organization's Xyicon Administrator.

Excel File Requirements for Import

All files used for import must:

• Be a *.csv or *.xlsx format.
• Contain changes related to the xyicons of the active portfolio or organization at the time of importing.
• Have a header row with column headings. Xyicon considers the first row the header row. If the first row contains values instead of column names, the values will not be imported.
• Contain a column with the xyicon IDs.
• Only include the columns whose data you want to change to avoid accidental data changes.
• Be smaller than 5 MB in size and contain less than 10,000 rows per single import.
• Ideally, have only one sheet. If your file has more than one sheet, Xyicon will only import the data on the first sheet.

Step 1 - Upload File

1. Go to Main Menu( ) > XYICONS.
2. Click the Import button ( ) on the Action Bar. The Import Xyicon Updates from Excel panel will open.
3. Choose the scope of the import.
   • Current Portfolio - Import is limited to the current portfolio and can be performed by any Xyicon User who has permission to update xyicons.
   • Organization - Import xyicon data updates across portfolios in the current organization. Organization-wide import can only be performed by a Xyicon Administrator.
4. Next, drag and drop your Excel file (*.csv or *.xlsx) into the Upload File box ( ) or click anywhere inside the box to browse your documents and select your file.
5. If the upload is successful, you will see the file at the bottom of the panel.
6. To replace the uploaded file with a new file, repeat step 3. The uploaded file at the bottom will be replaced automatically with the new file. 
7. Once you have successfully uploaded your Excel file, click Next.

Step 2 - Match IDs

In this step, you will select the Excel column that corresponds to the Xyicon ID field in Xyicon, so the application can determine which xyicons to update. Make sure the Excel column you select corresponds to the Xyicon ID field in Xyicon. 

1. On the Import Updates from Excel > Match IDs step, select the Excel column name from the Excel Column dropdown that matches the Xyicon ID field under Xyicon Field.
   TIP: If your Excel column header is named Xyicon ID or ID, Xyicon will automatically select the column and display it in the dropdown. 
2. Click Next to map the rest of the xyicon fields to excel columns.

Step 3 - Map Columns to Fields

Xyicon will attempt to automatically map fields to the Excel Column by matching the field and column names. Xyicon will set the mapping to (ignore this column) where the field and column names differ. Calculated fields and system-defined fields (Xyicon Type, Xyicon Model, Last Modified By, Last Modified At) will be ignored by default since they are predefined fields.

1. On the Import Xyicon Updates from Excel > Map Columns to Fields step, select the correct xyicon field from the respective dropdowns under Xyicon Fields for each excel column.
   TIP: You must map at least one column to a field to import your changes.
2. Select the default value (Ignore this column) if you do not want to import an update to a particular field.
3. Once you have completed mapping fields between Excel and Xyicon, you are ready to import your updates.

Step 4 - Import your Updates

Click Start Update to import your updates. The import process may take a few minutes based on the number of records and updates per record. During this time, you will see one or more of the following alerts indicating the progress of your Import.

Alerts during the Import Process

Import Status Alerts

1. Import completed successfully without any errors.
   

   
   

2. Import was partially successful. Click the Download Error Report button to see a list of records with errors, including the cause of the errors.

   
   

3. Import completed without updating a single record. Click the Download Error Report button to see a list of records with errors, including the cause of the errors.

   
   

Import Progress

Import consists of a large number of records and is updated in batches.

Refreshing Records

Another Xyicon user has imported xyicon data updates to the portfolio you are currently working on. A manual refresh is required to get the latest update.