Add Record - Bulk Import (Multiple Records)
A large amount of asset data can be imported into myData from Microsoft Excel, Microsoft Access, SQL and MapInfo TAB files.
Step 1: Select the Asset Category for Importing Data. Either select an asset in that Category or select the Category itself.
For this example we will import Roads Data:
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Step 2: Select Import Data from the Data Integration menu:
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The following screen will appear once Import Data is selected:
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Select the component of that asset category to import data to and select OK.
This example shows importing basic data. Roads Assets is selected. Data can also be imported to Risk Management, Depreciation Schedule, Treatments and Assessments.
Step 3: Select the Source File.
Select the source file type from the drop-down menu and then select the file location by clicking 
. This example uses Excel. Clicking opens the file location.
Select the Excel File and click Next.
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Step 4: Select Data Exchange Profile.
To import data for the first time select Create New Profile and click Next.
To use a saved import profile, select Use Existing Profile.
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Click Next.
Step 5: Define Table Mappings
Select the Worksheet from which to Import data and click Next. In this example, a spreadsheet has more than one worksheet, and the data is in the Sealed Roads – Import worksheet.
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Do not overwrite existing data with empty data is always ticked by default as shown below:
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To overwrite the existing data with blank data from the spreadsheet un-tick this checkbox.
Step 6: Define Column Mappings
The following screen will appear: The field names on the left side are the field names in myData.
Select the corresponding field from the spreadsheet on the right side using the drop-down menus.
If the field names in the spreadsheet are the same as the myData field names, use the Auto Map All function to map the field names in the spreadsheet to those in myData.
If the field names are different then they should be manually mapped.
Note: Mandatory fields are Asset ID and Asset Name.
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After the fields are mapped, click Show Unmapped Columns to make sure no columns are missed for Import data sheet (see below).
Unmapped columns can be intentionally left blank if they are not needed.
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Click Validate to validate the data type you are going to import into myData. Assetic myData can only hold data of a specific format in some fields.
If the format of the spreadsheet is different to that required by myData then the system will give an error message.
Case 1
If the mappings are not valid the system gives an error message containing the type of error and the column name in the spreadsheet.
In this example, the system is not validating data because the Formation Date of Recognition in myData is a date field and in the spreadsheet, it is a number.
The system will give you the details of the error, in which column the error appears and also in which table.
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Case 2
If the mappings are valid, the following screen will appear:
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Save Mappings:
If you want to save the mappings, select Save Current Mappings in the Import Wizard screen.
The following screen will appear:
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Fill in the Folder Path, File Name, a brief description and click Save.
This profile will be available for selection in the Select Data Exchange Profile window for future imports, e.g. network condition captures annual updates to unit rates, annual updates for capital works.
Case 3
If the mappings are valid but the data is not correct, such as if there are Duplicate Assets in the source data or some other validation errors (such as that the Acquisition date must be greater than the Valuation Date) then myData will give the following error message (if the User proceeds with data import):
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Once the errors are rectified Users can choose to proceed for data import.
The preview screen clearly states whether the data being added is a new asset or the existing asset is updated.
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Some of the data validation rules can be ignored while importing the data (dates, negative URR ($)).
To do this check the Ignore errors box located in the bottom left of the dialogue box (shown in the screen above).
If the user wishes to proceed to ignore the errors, the following warning message will appear.
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The data is violating the system validation rule – Surface Valuation Date must be greater than or equal to Date of Recognition.
Case 4
If the data is OK then the following message will appear: This means that system has added '2' rows of new data.
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If data already exists for an asset, then the system treats it as an update and the following screen will appear:
This means two existing assets in myData have been updated with new data.
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If the User has ignored the data validation error during the import, myData will import the assets with invalid data, but once the asset has been added with invalid data,
Users cannot save or make any changes to these assets without rectifying the data first.
Click Finish. The data has been successfully imported into myData.
Note: If the 'Auto Asset ID generator' feature is activated then the asset IDs should be left blank in the Excel file during import.
However, the asset ID field should be mapped during field mapping, as it is a mandatory field.
Once the data is imported myData will allocate the asset IDs to all the new assets based on the rule saved.
