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Importing to Custom Lists using Spreadsheets

There are two methods for importing to custom lists using spreadsheets: one is system-administrator oriented, and the other is oriented towards end-users. This walkthrough will teach you how to use these two methods.

Important!

These methods should not be used if records in your custom list will be updated via integration with another system.

ClosedSystem Administrator Process

If an entity is the parent of the custom list, you can import to the custom list using the Import Data tool. This method also allows you to import records to multiple entities in one spreadsheet.

ClosedDownload Spreadsheet

To download the import spreadsheet:

  1. Click 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 Custom List from the Download Spreadsheet Templates field.

    A second field appears.

  5. Select the custom list you want to import to from the second field.

  6. Click Download.

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

  7. 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

 Display Name (Row 5)

Instructions

 Notes

A

 Unique ID

If you want to update the record by import at a later date, enter a unique value when you create the custom list record.

If you won't need to update the record via import, you can leave this column blank.

  • You cannot populate this value after creation.
  • You cannot access this value in the UI.
  • You cannot report on this value or pull it via the API.
  • If you want to report on this value, create a second field called “COPY Unique ID” and paste the Unique ID into that field.
B Project Entity ID Populate with the Summary Information > General Summary Information > Entity RecID of the entity on which you want the custom list record to live.  
C Entity Type Populate with the normalized entity type.  
D Entity Name Populate with the name of the entity on which you want the custom list record to live.  
E Complex Leave this field blank.  
F Field Name(Accessor Name) Populate with the field name established for the custom list field on Admin > Manage Data Fields.  
G, H, I, J, K... The display name of the field. Enter the value of the field.

 

Import Data

ClosedEnd-User Process

Most users will download an import spreadsheet directly from the custom list that they are working with. The benefit of doing this is that you do not need to enter any identifiers for any parent entities. However, this process does not support updating records—only creating them.

Keep the following information in mind:

  • DO NOT add values to budget snapshot fields. These fields will be auto-populated by Lucernex.

  • Cells with a red background are required. If you do not populate a value in a required cell, you will still be able to import—but you won't be able to save your changes.

  • Columns will appear in the order they appear in the custom list, with the exception of computed fields and math fields.

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

Important!

Don't reuse old spreadsheets—download a new spreadsheet each time you want to import. If you reuse an old spreadsheet, the spreadsheet may not have the most up-to-date fields.

ClosedDownload Import Spreadsheet

To download an import spreadsheet for the custom list:

  1. Navigate to the custom list.

  2. Click Upload Data in the footer of the custom list.

    An Upload Data window opens.

  3. Click Download Sample Custom List Template link.

    A spreadsheet downloads.

  4. Save the spreadsheet 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. Enter your data in the appropriate columns.

    Keep the following information in mind:

    • DO NOT add values to budget snapshot fields. These fields will be auto-populated by Lucernex.

    • Cells with a red background are required. If you do not populate a value in a required cell, you will still be able to import—but you won't be able to save your changes.

    • Columns will appear in the order they appear in the custom list, with the exception of computed fields and math fields.

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

  3. Review the data to ensure its accuracy.

  4. Save the spreadsheet.

ClosedImport Spreadsheet

To import your completed custom list spreadsheet:

  1. Navigate to the custom list.

  2. Click Upload Data in the footer of the custom list.

    An Upload Data window opens.

  3. Click Choose File.

    An Upload dialog box opens.

  4. Select the completed import spreadsheet.

  5. Click Upload.

    The records from your spreadsheet appear in your custom list.

  6. Save your changes.

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