Request Bulk Import

BUSINESS PROFESSIONAL

Bulk Import allows you to create a batch of Requests in Gruntify using a spreadsheet.

This may be useful to import inspections or audits that have been done previously and stored in other systems. This history may be useful for future inspections or audits. For example, Jim Lewis may have been doing Smoke Detector inspections for a couple of years and he wants the old inspections recorded in Gruntify so he has the details of past inspections available to him when he revisits a site.

Or it could be used to set up a list of requests to be actioned that day or week. A realtor may have a system that generates a list of rental property inspections that need to be completed. The basic details of the inspections could be imported into Gruntify and saved as Submitted.

The inspection staff could then visit the properties and complete the inspections, using the details in the request rather than taking a printout and retyping all the details. Then the rentals manager can review the completed Requests.

Process

The overall process is shown in the diagram below. You download an Excel template for a particular request form, enter the Request details in the template file, upload the Excel file and start the Import processing. The import can take a while so you can go and do other things while it processes. When it completes, you will be sent an email with a Report file containing the results of the import.

If any errors have occurred, you can update the Report file and rerun the import using the Report file, repeating the process until all requests are uploaded.

Open

Finding a previous import

The Request Bulk Imports screen lists every import you have run, with the most recent at the top. Two controls at the top of the screen let you narrow that list down when you are looking for a particular import.

Search by file name

The search box matches on the file name of the import, which is the name shown in the Name column of the list.

1. Type any part of the file name into the Search... box at the top left of the screen.

2. Pause for a moment. The list refreshes on its own and shows only the imports whose file name contains what you typed.

3. To go back to the full list, select the x at the right-hand end of the search box.

Capitalisation does not matter, and you do not need to start from the beginning of the file name — a few letters from the middle are enough. If nothing matches, the screen shows No results found. Change what you typed and try again.

Filter by status

The status selector sits at the top right of the screen and shows All Statuses until you choose one. Select it, then choose a status to show only the imports in that state:

• Processing — imports that are queued or still running.

• Completed — imports that have finished.

• Errors — imports that did not finish.

Choose All Statuses to go back to showing every import. The search box and the status selector work together, so you can use both at once to narrow the list further.

Updating the Excel File

The template you download is an Excel file with the Request form’s fields already set out as columns. Work through the points below as you fill it in.

• Instructions are given in the top left. Do not change any of the headings, instructions, or form IDs, or add or remove any rows at the top of the file.

• You must start your data entry on the colored row, which is row 13.

• The fields in the dark orange must be completed.

• The fields in yellow are optional.

• The boxes in white should be skipped. These will be filled in by Gruntify automatically

• Capture Date must be a valid date in the format: yyyy-mm-ddThh:mm:sszzz. Make sure your date string does not have any spaces and that the timezone starts with a “+” or “-”
  Examples:
  “2019-01-09T15:01:00+00:00” is 9 January 2019, 3:01 pm GMT
  “2021-12-19T12:00:00-05:00” is 19 December 2021, 12 noon in New York

• Status values are: Submitted, Accepted, Rejected, Archived and Draft. Enter the value exactly as shown, as it is case-sensitive.

• A row with a status of Draft does not need a Capture Date or a location. Every other status requires both.

• Drop-down values must appear exactly as they are in the form definition.

• Toggle or on/off values should have the uppercase “TRUE” to indicate on. Use “FALSE” for off.

• Media files can be added through media URLs separated by semi-colons (;).

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