Skip to main content
Conga Support

Company Bulk Data Uploading

In the Novatus hierarchy of stored data, a Contract Profile is added to an existing Company Profile. Therefore, when performing a bulk data upload, the company information must be added to Novatus first. This is accomplished using the Company.xlsx template, which can be downloaded from the Bulk Data Upload Tool screen. 

Once a user adds all the company data to the template, they then upload the template back to the Bulk Data Upload Tool screen. During the upload process, the fields in the template are mapped to the fields in the Company Profile screen and the data is validated to ensure there are no errors. A successful bulk data upload results in multiple Company Profiles being added to Novatus with the fields in the Profile screen automatically populated with data from the template. 

  If you are uploading several contracts for a company that already has an existing Company Profile in Novatus, you can skip Company Bulk Data Uploading and proceed to Contract Bulk Data Uploading.

Downloading the Company Template

Novatus provides a template that you can use to enter your company data. You can use the template provided, or use your own Excel spreadsheet, as long as the spreadsheet contains all the required fields that are currently present in your Company Profile screen.

BDL1.png

A

Navigation Toolbar

Click on Admin to display a menu, and select Bulk Data Upload Tool to display the Bulk Data Upload Tool screen.

Note: If the Bulk Data Upload Tool link is not present, you do not have permission to use this feature.

BDL2A.png

B

Object Type list

Select Company in the list.

C

Download Template for Selected Object Type button

Click to display a link for the template.

D

  Company.xlxs link

Click on the link to open the template in Excel. It is recommended that you rename and save the template.

BDL3.png

E

Sample Company Template

  • View the field names for both the default and additional fields in your current Company Profile screen, which are displayed as column headings.
  • Populate the Excel spreadsheet with the company data you want to add to Novatus. Each row represents one company, and the information provided will be used to populate the fields in the Company Profile once it is created. If you do not populate the Company Number field, Novatus will automatically assign a number to the company during the import.

Important: You can remove any optional or additional fields from the Excel template if you do not want to capture the data for those fields.  Do not remove required Company Profile fields from the template.

Completing a Company Template

The column headings in the Excel spreadsheet reflect the different types of fields in the Company Profile screen, and include number fields, date fields, and lists. In completing an Excel spreadsheet for bulk data loading, the information provided for each field type must be properly formatted to ensure a seamless import of your data. Novatus field types and their required formatting include:

  • Date field – ensure all dates follow the format as defined in the System Settings screen.  Options include Month/Day/Year (e.g., 04/01/2017), Day/Month/Year (01/04/2017), and Year-Month-Day (2017-04-01).
  • Combo list – ensure the information for this type of list (e.g., Company Group) exactly matches one of the selections in the field list, as defined in the List Administration screen.
  • Multi-Select list – ensure the information for this type of list exactly matches the selections in the field list, as defined in the List Administration screen, and the selections are separated by the forward-slash ( /  ) symbol, which serves as a field delimiter.  For example, if a company has multiple offices and you are identifying them in a Locations multi-select list, you would enter Los Angeles / New York / Miami.
  • Tree field – ensure the information for this field exactly matches the selections in the hierarchy, as defined in the List Administration screen, and the selections are separated by the forward-slash ( /  ) symbol, which serves as a field delimiter.  For example, if a company is a distributor of widgets and you are identifying the company in a Service Type tree field, you would enter Distributor / Widgets.
  • Phone Number field – use one of the acceptable formats: XXX-XXX-XXXX (e.g., 407-745-3030) or (XXX) XXX-XXXX (e.g., (407) 745-3030).
  • Currency field – do not use the currency symbol ($) or commas (1,000) when entering values since Novatus automatically adds these for you.  For a dollar amount, you can add number with decimals (e.g., 1350.45) and a number without decimals (e.g., 1350) and Novatus will automatically append the currency value with the default number of decimals (e.g., 1350.00).
  • Number field – ensure all whole numbers and numbers with decimal places follow the format as defined in the System Settings screen.  Options include the American format [0,000.00] (e.g., 100 or 100.45) and the International format [0.000,00].
  • Person fieldensure the person’s name follows the Novatus format of Last Name, First Name (e.g., Bayes, Eric).
  • Linked Combo and Linked Multi-Select lists – formatting is the same as the Combo list and the Multi-Select list.
  • Hyperlink field – enter a website URL using the standard format (e.g., www.novatusinc.com) or an email address.

Uploading a Completed Company Template

Once the Excel template has been populated with the company data for all the Company Profiles you want to add to Novatus, it is simply uploaded back to Novatus via the Bulk Data Upload Tool screen.

BDL1.png

A

Navigation Toolbar

Click on Admin to display a menu, and select Bulk Data Upload Tool to display the Bulk Data Upload Tool screen.

Note: If the Bulk Data Upload Tool link is not present, you do not have permission to use this feature.


BDL5.png

B

Object Type list

Select Company in the list.

C

Browse button

Click to display a prompt that allows you to upload the completed template.

D

Upload prompt

Navigate to the completed template, select it, and the click the Open button to upload the template. 

E

Continue to Mapping button

Click to display the Field Mapping screen.  The button is enabled once you upload the Excel template. 

BDL6.png

F

Excel Column Header fields and System Field Name lists

Verify that all the field names in your Excel spreadsheet exactly match the Novatus system fields.  If there are no issues, proceed to Step H.

Important:  If there is a field in Excel Column Header column that is not mapped to a field in the System Field Name column, you can click the Cancel button to reverse the upload, correct the column heading in your spreadsheet, and then re-upload the file to avoid an Error Report.

G

System Field name list

If there is a mis-match between any two fields, which is due to a typo in the name of a column heading in your Excel spreadsheet, you can click in the System Field Name column to activate the list, and manually map the fields by selecting the correct field name. Alternatively, you can cancel out of the process, correct the error in the spreadsheet, and then re-upload the spreadsheet.

H

Validate Excel Data button

  • Click to validate the match between the field names and data in your Excel template and the field names in the Company Profile, as well as the defined selections for any field lists in the Profile.  
  • If no errors display, the Review Data screen displays. Proceed to Step K.

If the Novatus system is unable to match a column heading in your Excel spreadsheet to a system field, or match a data entry in the spreadsheet to an item selection in a system field list, an Error Report screen displays. Novatus pinpoints the exact error by identifying the mis-matched field, or the inability to locate an item selection for a field list, and also provides the Excel spreadsheet row in which the error is located.

BDL7.png

I

Error records

   In the Error Report screen:

  • Review the detailed explanation of the error.
  • Identify the field or field list/item selection that caused the error.
  • Identify the row in the spreadsheet where the error resides.

J

Back to Mapping Screen button

Click to return to the Bulk Data Upload Tool screen.

Correct the errors in your Excel spreadsheet, and repeat the process for Uploading a Completed Company Template.

BDL8.png

K

Company data review

In the Review Data screen, view the companies that will be imported into Novatus, creating Company Profiles and populating the fields in the Profile screen with the information.

L

Column Display option

To view specific data fields, click on the arrow Icon List Arrow2.png icon to the right of any column to display the Sort/Column menu, and select Columns to display a list of available fields. Select the fields you want displayed by clicking in the check box to the left of the field.

M

Import Data button

Click to import the company data and create Company Profiles.

Note: The bulk data import process is reversible (Step P).

The amount of time it takes for the data to be upload to Novatus will vary, based on the number of populated rows in the Excel template.  A progress prompt displays during the upload to help you monitor the process. Once the import is complete, a confirmation prompt displays.

BDL9.png

N

OK button

Click to acknowledge completion of the bulk data upload.

In the Data Loader Imported Records screen, the number of imported records is displayed, along with a time stamp for the import.

BDL16.png

O

Bulk Data Import record

Verify that the number of imported records matches the number in your Excel spreadsheet.

P Roll Back icon If you want to reverse the process, click the Icon BulkDataReverse.png icon and follow the onscreen prompts.

You can confirm the upload by searching for the new Company Profiles that were created in Novatus using the Search feature in the All Companies browse screen.

  • Was this article helpful?