Inspection Form Export/Import

System Maintenance Menu -> Configure System Settings -> Operations Tab -> Inventory -> Maintain Inspection Forms -> EXPORT/IMPORT button -> Inspection Form Export/Import

This utility can be used to update the Inspection Forms that are stored in the Maintain Inspection Forms file by exporting existing data to a spreadsheet that can be modified before importing back into SRM.

Select one of the following actions:

•Sample Template:
 Click Sample Template to generate an example spreadsheet with all the data columns that can be updated and an example Inspection Form populated as a guide to the field types and how the data should be entered.
 Your own Inspection Forms can be entered following this example.

Note: These sample lines should be deleted from the spreadsheet before importing, or they will be imported too.

•Create Worksheet of Existing Inspection Forms:
 Click Export option in the radio group to generate a spreadsheet with the current Inspection Sheet data.

Resulting Spreadsheet & Actions:
 

oThe resulting spreadsheet lists the Form ID and the Description with up to 5 Form Types as outlined for the header records in Maintain Inspection Forms.

oThe remaining columns reflect the detail data fields as explained in the Maintain Inspection Forms.

oExisting data can be modified, where all records for a "Form ID" that is re-submitted are deleted and replaced with the new data records.

oExisting "Form ID"s that are not submitted on the Import will not be deleted or changed.
 i.e. Delete all records on the spreadsheet that are associated with a "Form ID" that should not be changed.

oNew Inspection Forms can be added and are identified by submitting records with a new "Form ID".

oSave the completed spreadsheet as a tab-delimited text file on your client machine.

Note: The "User Prompt" for a 'Status Code' request has a “fixed” description of "Status Code:" and is not changed.

•Move the Saved Text File to the Server:
 Click Upload File to copy the tab-delimited text file from your client machine to the data directory on the server in preparation for importing.
 The Select a File to Upload utility is used to search for the file and to rename it to "inspection_form.txt" before completing the upload.
 File upload success is confirmed.

•Update the Inspection Forms with the new Values:
 Click Import to clear any Inspection Forms with the same "Form ID"s as listed in the import file and to repopulate those forms with the imported data and to add new Forms submitted.
 A second spreadsheet is automatically created with the data to be imported or with data errors encountered.
 Confirmation to import is required if there are no errors.

•Exit 'Inspection Form Export/Import':
 Click Cancel when no further action is required.

Finished?

Click OK to initiate the action selected in the radio group.

ERROR Reporting:
 If errors in the data are found the response spreadsheet lists the errors in Column R.
 Errors include issues such as:

INSPECTION FORM TYPE IS INVALID
 INSPECTION FORM NAME > 30 CHAR
 INSPECTION FORM DESCRIPTION > 40 CHAR
 USER PROMPT > 250 CHAR
 FIELD SHOULD BE 'Y', 'N' OR BLANK (for checkboxes)
 APPLICATION FIELD IS RESERVED
 APPLICATION FIELD CANNOT BE USED ON GIVEN FORM TYPE(S)
 CHECKBOX STOP & AFFIRMATIVE RESPONSE ONLY FOR CHECKBOXES
 CANNOT CHECK BOTH CHECKBOX STOP & AFFIRMATIVE RESPONSE
 CHECKBOX STOP MUST BE: 'CHECK', 'UNCHECK' OR 'NEVER'"
 'MIN', 'MAX' AND 'DECIMALS' ONLY APPLY TO NUMBERS
 APPLICATION FIELD IS INVALID
 INSPECTION FORM TYPE IS RESERVED
 THIS IS A SYSTEM GENERATED INSPECTION FORM
 MULTIPLE CHOICE OPTION # IS INVALID

Topic Keyword: FLINSP8 (7091)