Resource Catalog: How to Import Data

Objective

Learn how to utilize the Import wizard to efficiently upload and map external catalog data, saving time over manual item creation.

Overview

The Sitefotos import tool enables you to seamlessly bring in your existing catalog from an external source. This automated process allows you to begin working on estimates immediately without the tedious process of individual, line-by-line item creation.

Prerequisites

To ensure a successful upload, you must format your data using the official template. You can download this template directly within the Import wizard by clicking the "Download Template" button. Ensure your final document is saved strictly as an .xlsx file.

Step-by-Step Import Process

1. Access the Import Wizard:

   • Navigate to the Resources menu on the left sidebar and click Resource Catalog.

   • Click the Import button located at the top of the catalog screen.

2. Upload Your Data File:

   • On the Upload screen, click within the "Drag your Catalog file here" box to locate and select your prepared spreadsheet from your computer.

   • Alternatively, you can drag and drop your .xlsx file directly into this designated area.

3. Map Your Spreadsheet Columns:

   • The system will automatically attempt to match your spreadsheet columns with the corresponding Resource Catalog fields.

   • Carefully verify that each column from your file aligns accurately.

   • If a required field (such as Category, Trade, Service Type, Item Name, Unit, Price, or Start Date) is left unmapped, an orange error box reading "Required fields not mapped" will appear at the top of the list.

   • To resolve this, click the dropdown menu next to the unmapped field and select the correct catalog property, or choose "Don't import" to intentionally exclude that specific column.

   • Once all necessary fields are mapped appropriately, click the blue Continue button.

4. Handle Data Matches (Audit):

   • The system will scan your upload for duplicates based on existing Item IDs, or a combination of Trade, Service Type, and Item Name if no ID is provided.

   • Select your preferred action for existing matches: you can choose to "Add all Items as New" (which gives all rows a start date of today) or "Skip Matches" so they are not duplicated.

   • Click the Start Import button to execute the upload.

5. Review the Import Audit:

   • Upon completion, a summary screen will display the total number of items successfully imported alongside any rows that were skipped.

   • If items were skipped, a dialog box will provide a specific explanation for each failed row (for example, if an unrecognized unit like 'SQFT' was used).

• If all items imported without errors, you will see an "Import Complete" message with no errors listed; simply click the blue Done button to finish.

Pro-Tips & Best Practices

• Maximize Data Entry: Populate the import template as comprehensively as possible before uploading. Providing robust data upfront ensures a smoother user journey and immediately enhances your system's estimating capabilities.

• Pre-Import Scrub: Always review your original spreadsheet for duplicate entries, typos, or formatting inconsistencies before initiating the upload. Diligence here saves significant time during the audit phase.

Troubleshooting

• Mapping Errors: The column mapping step is fundamental to proper item creation. Review this step thoroughly. Incorrectly mapped fields are the most common cause of corrupted items or systemic issues down the line.

• Resolving Skipped Items: If the final audit skips several rows, do not panic. Read the specific row-by-row error messages provided in the dialog box, fix those exact issues in your original spreadsheet, and begin the import process again with the corrected file.