Using the Grid
The grid is designed to populate with the data that you have either manually entered, imported or pre-populated from the system.
Once you have your data loaded into the grid then you can use the various tools provided to help you adjust/modify/add data until you are happy with your Import.
Rows and Columns
Similar to Excel you are able to add/remove rows and hide/show columns, if you right click with your mouse on any row, you will see a pop up with options to:
- Insert row above
- Insert row below
- Remove row
Fig 1 - Insert/Remove Rows
You are unable to add multiple rows at a time, but you can select multiple rows using the shift key and remove them from the grid.
Fig 2 - Remove multiple rows
If you highlight a column or multiple columns using the shift key then you will have the option to hide the column(s) from the grid, this does not remove them from the Import, it just hides the columns from the current view
Fig 3 - Hide Columns
Each column header is labelled with a letter, you can see which columns are hidden if the letters jump the alphabet, to bring back hidden columns, select the two columns either side using the shift key and right click, you will then have the option to show the columns again.
Fig 4 - Show hidden columns
Undo / Redo
After you have performed an update you will have the option to Undo and then Redo an update.
Fig 5 - Undo/Redo options
There are a number of icons on the top right of the grid, these tools are to allow you to work with your data.
Fig 6 - Grid Icons
Enable Auto Revalidation
This option is switched on by default. Once you make a change to any cell it will turn orange, when you click out of the cell the system will automatically validate its new value. This allows you to make numerous updates to the data and the system will validate them all one by one as you go along.
This option will allow you to manually trigger a validation. This option is disabled unless the Auto revalidate option is switched off and an update has been made in the grid.
Show only invalid rows
When clicked this option will update the grid to only display the rows that are in error, once fixed they will drop off the grid unless another error is found along the row.
Show only modified rows
If you do not have the Auto revalidate button switched on, as you modify cell values they will turn orange so you know where you have been, you can use this button to just display the rows where you have modified the data so you can review it.
This will open up the filter panel, for more details about how the Filter panel work please click here.
The grid is designed to validate for values within your account and also logic, such as no letters in an integer field, only valid email addresses, correct format date fields etc.
Some fields will be presented with a drop down list, such as Currency or Term, this will only allow you to enter a value from the drop down list, any alternate value will display an error.
In each instance where an error is found a hover will display the error that is apparent and will guide you to enter a correct value.
Fig 7 - Invalid values
If you have selected a value such as Contract type and the Type layout you have selected has mandatory fields stipulated, then the validation would show that this field is a required field.
Fig 8 - Mandatory fields
The Contract Term selection presents logic to the Term you have selected, so if you have a Contract set to have a Term of 'Fixed' then it would validate and request that a Start and an End Date are required fields.
Fig - 9 - Term Mandatory fields
Value Set Validation
Some fields within the grid are subject to validation against predetermined value set in your account, these would be fields such as Contract Type, Classification, Role etc, each one of these cells can only contain a valid value from their predetermined value set.
The grid will validate any value entered into these cells against those value sets, if an incorrect value is entered, the cell will go red and the hover will display the error.
Fig 10 - Incorrect value entered
You can manually select the correct value by clicking the + icon in the cell. This will then display the associated drop down list for you to select a valid value. You can also use the search option to find your value.
Fig 11 - Value set drop down
Once selected the cell will go orange as it validates.
Fig 12 - Updated value
Once validated, the value will replace the incorrect value in the cell and go white.
Fig 13 - Validated value
Hierarchy Validated Values
Value set fields that use a hierarchy can also be selected, the dropdown list will display all levels.
Fig 14 - Drop Down option
You can also use the hierarchy icon to display the list in the alternate way.
Fig 15 - Hierarchy selection
Again after selection it will turn orange during validation, after which the value will be presented in the cell with the => characters to represent a lower level value.
Fig 16 - Validated value display
Note: If you have pre-populated or uploaded a file into your sheet then an initial validation process will occur. There may be instances where there are initial errors, that you did not know about.
These types of errors can sometime occur if you already have data in your account and then subsequently make a field mandatory, or have deleted a value set value but not updated records that contain this value.
If you were manually updating the record, if you try to save, the screen will give you an error and ask for the mandatory fields to be populated.
The Import process works the same way, even if you are not modifying these fields or have even included these fields in your import file as they are mandatory then they will still need to be provided to be able to complete the Import, this may result in you updating unknown errors or modifying your Import file to include these values.
Linked records are where you are looking to link one existing record to another, such as link People to Contracts or an Alert to a Contract.
When you click the + in this cell the drop down list will display a list of all the available records you can select, in the option below I can select any Person record to associate to this Alert.
Fig 17 - Linked record drop down
You can also use the magnifying glass icon to launch the 'Find' screen to locate the record you are looking for.
Fig 18 - Linked record 'Find' screen
The benefit of using the 'Find' screen is that you can use the filters in the find screen to additionally search for the correct record.
Once they are selected they are displayed in the cell with their record ID and name to make it easier to recognise.
Fig 19 - Selected Linked record
Multiple value fields
If you have a field that can contain multiple values then once you have selected a value the + icon will remain in the cell, this enables you to then select another value from the drop down list.
Fig 20 - Multi select fields
There may be instances where you wish to add new values to a value set field but do not wish to leave the Import screen and manually adjust the Value set via the Configuration screen.
In limited instances you are able to tell the system that the value you have entered into a cell is a value that should be added to the value set going forward.
For example, the below import is stopped because the Contract Types values entered in the cell are not valid as they do not exist within the account.
If you click the [...] icon on the top right of the screen you have an 'Import Options' value.
Fig 21 - Import option
Click here and a pop up will appear as below, this will list all the fields for this template that you can update to have new values added to them automatically when the Import is done.
Fig 22 - Import option selection
Tick the relevant option, in this case 'Allow creation of new Contract Types' and press [Save]. once saved, the grid will auto validate and the values will now become accepted.
Fig 23 - Validated values
Once your Import has processed then these new values will automatically be created in your account and can be selected going forward.
Note: These options in the pop up will change depending on the template you have selected.
You can copy data from an external sheet and paste into the grid, please be aware though that there is no mapping of columns, so if you are copying multiple columns then they must match the format of the grid column layout otherwise you will paste data into the wrong column and the validation will give errors. Ideally you can copy column by column into the correct location in the grid.
If you enter a value and the below rows also should contain that same value then you can use the bottom right corner of the cell and drag the value up/ down and left/right into neighbouring cells just like you can in Excel, please note that this will not automatically increment as it can sometimes do in Excel, it will always be the same value populated in the selected cells.