Who is this article for?

Ideagen Quality Management administrators configuring workflows.

Workflow Designer access is required.

The Import Data option allows you to mass import workflow records into the system. It is particularly useful during initial implementation as a way to import legacy data so it can be searchable and reportable along with newly-collected data. You can immediately move the imported records to the complete step or any other in-progress step if desired. An Excel template can be downloaded to populate with the appropriate data to be imported (where each row will create a unique workflow instance).

This article outlines:

1. Import Constraints
2. How to Import Data

1. Import Constraints

A few important constraints to note before using the import tools:

• The workflow must be online to support importing data, as it will use routes and responsible parties like manually launched instances.
• You must be a responsible party on the first step to have the Import Data option.
• Because existing routes will be used, you must create a route from the initial step to the complete step if you want the imported records moved to that end step.
• You must use the Excel template provided in the Import Data pop-up to ensure the correct columns match field titles in the workflow.
• Only text and list fields are supported in the template. These can be single- or multi-line and single- or multi-select or external source, respectively.
• If no values are available or applicable, just leave the cell or column in the template empty.
• If a field is required based on the route chosen, it must be populated in the template.
• Settings for text field format (ie: email, numeric, etc) do not affect the import.
• When using a list field, the case value must match what is in the Ideagen Quality Management custom list field option. For example, if the option is 'Yes' in the Custom List field, you could not add 'yes' and have it work.
• Smart Restrictions, limiting options in one field based on selections in another, are not enforced on import.
• A workflow instance will be created for every row of data in the spreadsheet.

Note: If a list field includes multiple values, separate each with a comma (ie: Intoxilyzer 5000, Intoxilyzer 9000, Drager 5510).

2. How to Import Data

To import data into a workflow definition:

1. From the Administration > Workflows page, click the gear icon in the Actions column and select Import Data.
2. From the pop-up, click the Download example link at the bottom to receive the import template.

3. The template will have a column for every field on the workflow. Open and complete the template with legacy data as desired. Remember, a unique workflow instance will be created for each row of data.
4. When ready, add the completed template by selecting Choose File or dragging and dropping on to the pop-up.
5. Next, select the route to use from the initial step, and thus the step the workflow instances will be moved to and click Import Data.
6. A Scheduled Task is then created to create the workflow instances and may take a few minutes to complete.

Note: Remember, if a route to the complete step from the initial step does not exist, you must take the workflow offline temporarily and create one.