Activ’s Import functionality is a feature that provides you with the ability to import batches of data into key Activ modules, enabling you to migrate data from other platforms into your system without requiring you to re-create each record individually. It is of particular use when you first obtain your system (or the relevant modules), or when you are integrating a new department or acquisition into your organisation, and have a need to load a large batch of data into your system. However, the feature can be used as often as required, and for datasets of any size.
To help make the process as smooth as possible, Activ’s Import feature allows you to download module-specific CSV templates that can be used to prepare your data for the import. Once these have been completed, they can be uploaded back into the corresponding module’s imports area, and Activ will automatically map the columns within the template to the fields within the module (wherever possible). This mapping can be adjusted manually if required to help you ensure that the correct data is copied into the correct fields. Once your data has been mapped, you can trigger the import process with a single click of a button and Activ will copy your records into the relevant areas of your module. The platform will then provide you with a count of the number of successfully and unsuccessfully imported records, along with dedicated reports that can be used to review every record that has (or has not) been copied into your system.
If any records from your dataset fail to import, Activ will automatically provide you with an explanation of the issue or issues that prevented the platform from copying that record into your system. This will typically be the result of minor problems such as a mandatory field containing no data, or the record containing an option that is not present within a dropdown field. These issues can be corrected on a record-by-record basis by adding relevant dropdown options to the module’s settings and/or editing the failed record’s data from directly within Activ. You will then be able to re-attempt an import of just the failed records by clicking on a dedicated button within the report, and Activ will copy the remaining records into your system (as long as there are no remaining issues within their data).
Finally, as a failsafe, Activ will always allow you a seven-day grace-period to rollback any data that is imported into your system, enabling you to easily remove imported data should you notice any issues. Similarly to the main import process, Activ will also provide you with dedicated reports for any rollbacks, allowing you to easily identify any records that were not removed as part of this process.
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Currently, the import functionality is available for Activ’s:
- Improvement Logs module;
- Business Risk Manager module;
- the Customers & Suppliers’ Companies area; and
- System Administration’s Employees (no-login records only).
In all cases the Import feature utilizes the same core functionality, and is managed in the same manner. For convenience, the Improvement Log module has been used for all screenshots contained within this guide’s articles, but the processes will be the same regardless of which module you are using.
Note that the Import feature is only available to those who have ‘Admin’ access to Activ’s System Administration permission area, as importing data can have a significant impact on your system.
