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Complete the Firm-Level Folder Template Spreadsheet

The Firm-Level Folder Template Import Spreadsheet can be used to apply folder templates to entities or to make updates to folder templates that have already been applied to entities.

Prerequisites and recommendations for importing a spreadsheet

Follow the prerequisites and recommendations in this section to ensure spreadsheet data imports correctly to your system.

You can import XLS, XLSX, and XML files.

ClosedPrerequisites

  • System Administrator access to the Import Data page.

  • Download a new copy of the import spreadsheet to ensure system changes are captured and to avoid carrying over errors from previous data imports.

  • Give your spreadsheet a unique name so that you can track changes.

  • Plan large uploads (more than 2,000 rows) after normal business hours.

  • Test the import in TRAIN before importing to PRODUCTION

ClosedRecommendations

  • Do not change column header names

  • Do not add new sheets to the spreadsheet

  • Do not change the name of the spreadsheet tab, unless instructed to do so

  • Hide columns you do not plan to use, but do not delete them

  • Ensure the file extension of the import file matches the file type of a supported import file format such as XLS, XLSX, and XML.

  • To clear a field that currently contains a value in the system, type Null.

  • To skip entering a value in a field, leave the field in the spreadsheet blank.

  • Ensure all data exactly matches to avoid the system creating records with incorrect data. For example, contract names must include the same number of spaces.

  • Entering data on first available row after the header.

  • Avoid using special characters such as quotes and percentage signs

  • Enter dates in MM/DD/YYYY format.

  • To create a record, type FALSE in the Update Only column. To update a record, type TRUE in the Update Only column.

  • To enter multiple values for column headers with an asterisk * at the end, ensure each value is separated by a comma.

ClosedDownload the Import Spreadsheet

To download the Folder Template Import spreadsheet:

  1. Select Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Import Data link in the Company Administration column.

    The Import Data page opens.

  3. Select the Spreadsheets tab.

    The Spreadsheets page opens.

  4. Select the Folder Template spreadsheet from the Download Spreadsheet Templates field.

  5. Click Download.

    The system prompts you to save or open a Microsoft Excel file.

  6. Save the Excel file in a place on your computer where you will be able to find it, and give it a distinctive name.

ClosedEnter Your Data in the Spreadsheet

To enter your data in the spreadsheet:

  1. Open the spreadsheet in a spreadsheet editor.

  2. Use the Field Definitions section below as a reference for what data to enter in each column.

  3. Enter your data in the appropriate columns.

    Make sure to save frequently, to avoid accidentally losing your progress.

  4. Review the data to ensure its accuracy.

  5. Save the spreadsheet.

ClosedField Definitions

The following table contains definitions for each field in the import spreadsheet. If you have questions about these fields, please contact your Accruent representative or Accruent Support.

Column

Database Field Name (Row 5)

 Display Name (Row 6)

Instructions
A RowType RowType Leave this field blank. It will be automatically populated by the system.
C LxRecID LxRecID If you are updating an existing record, enter the record ID in this field. This ID is automatically generated by Lucernex.
D ProjectEntityID ProjectEntityID Enter the ProjectEntityID.
E Unique ID Unique ID Leave this field blank. It will be automatically populated by the system.
F EntityType EntityType

Enter the entity type in this field.

The following entity types are valid:

  • Enter Portfolio for a portfolio

  • Enter Program for a program

  • Enter Prototype for a prototype

  • Enter Site for a site

  • Enter Project for a project

  • Enter Location for a location

  • Enter Parcel for a parcel

  • Enter Facility for a facility

  • Enter Project for a capital project

  • Enter Contract for a RE contract

  • Enter Contract for an equipment contract
G EntityName EntityName

Enter the entity name in this field.

It is important that the entity name is formatted exactly as it appears in the system, including any spaces.

H FolderTemplate.AdjustSecurity AdjustSecurity Enter TRUE if you want to push changes to folder security settings to folders on entities.
I FolderTemplate.CreateFolders CreateFolders

Enter TRUE if you want to add folders from the folder template that do not exist on the entity.

These folders may be new folders that you have added since the template was last applied to the entity, or they may be folders that were deleted from the entity.

J FolderTemplate.DeleteAllFolders DeleteAllFolders Enter TRUE if you want to completely remove the folder template from the selected entities, but ONLY if the folders do not contain files.
K FolderTemplate.DeleteFolders DeleteFolders Enter TRUE if you want to delete folders from the entity that no longer exist on the template, but ONLY if the folder on the entity does not contain files.
L FolderTemplate.RenameFolders RenameFolders Enter TRUE if you want to push name changes to folders to entities where the template is applied.
M FolderTemplate.ReorderFolders ReorderFolders

Enter TRUE if you want to update the order of the folders on entities where the folder template has been applied.

Folders which are not part of the folder template—including folders added on an ad hoc basis, and those from other templates—will not be reordered by this setting.
N FolderTemplate.TemplateName TemplateName Enter the Folder Template Name.

Import Your Spreadsheet

View Import Results