Use the Bulk Process to Import, Update, and Delete data

As an administrator, you can use the bulk process to perform the import, update, or delete operations.

• Import/Update: Use this operation to import new data or to update existing data. When you use this operation, the bulk process utility matches data in the bulk process template with existing application data. When a linked field in data matches an existing application record, the application record gets updated. When the worksheet data does not match an existing record, the application creates a record. For example, when the Email Address in the template record matches an existing application record, the application record is updated.
• Delete: Use this operation to delete existing records. The bulk process utility deletes the records that are listed in the template when you select the Delete option. The utility also removes the relationship of the deleted record with other records. For example, when you delete users, the application removes any existing relation of the deleted uses with the support groups.

Follow these steps:

1. Download the supported spreadsheet template.
2. Gather and format the data
3. Process the data using the Import/Update or Delete operation.
4. Validate the processed data.

Download Supported Template

To gather and format the relevant data for each type of record, use the bulk process templates. The template contains the guidelines for filling up the information. You can also use the template to relate different type or records. For example, you can relate users to one or more support groups by providing the relationship in the template. For more information about the worksheets and data templates for bulk upload, see Use Bulk Process Templates and Worksheets.

Follow these steps:

1. Log in to Serviceaide Intelligent Service Management as an administrator.
2. Navigate to MANAGE> ADMINISTRATION> Tools> Bulk Process Data.
   The Bulk Process Data option displays in a new tab. The table displays the supported templates with the Process Status as Waiting. The following templates are available:
   • XML Template for Bulk Upload of Cloud ITSM Entities:  Use this template for processing organizations, users, groups, roles, and asset related records through an XML file.
   • XLS Template for Bulk Upload of Cloud ITSM Entities: Use this template for processing organizations, users, groups, roles, and asset related records through an XLS file.
   • XLS Template for Bulk Upload of Custom HierarchicalTree: Use this template for processing records that are related to Hierarchical Tree attribute through an XLS file.
   • XML Template for Bulk Upload of Custom HierarchicalTree: Use this template for processing records that are related to Hierarchical Tree attribute through an XML file.
3. Download the desired template to your local system.

You can use this template for bulk processing.

Important! Do not change the template.

Gather and Format Data for Bulk Process

Each worksheet on the template corresponds to a type of record that you can process. Every column within the worksheet corresponds to the attributes that you can update for the selected record. To create and maintain the relationship between different records, follow the business rules while preparing the data. 

The following rules are applicable when you use the template to Import, Update, or Delete data:

• Do not use the second row of the worksheets. Start entering data from the third row. 
• The column names of the required fields appear in red color. 
• You can relate a record to another record. Provide the exact value in all the columns corresponding to the related record on all the worksheets. For example, to relate a user to an organization, provide the exact name of the organization in the user worksheet. 
  Note: Any mismatch in spellings or extra characters or spaces results in incorrect data processing. 
• Provide dependent data before starting the import. The import fails if dependent data is unavailable. For example, as the user data depends on the organization data, import organization data before importing users.
• Delete the dependent data or remove the relation before you delete the record. For example, delete the related sites before deleting an organization. 

Download the template and fill the data. Enter the data in the sequence of the operation that you want to perform.

Follow these steps:

1. Click the worksheet corresponding to the data that you want to upload. For example, while on-boarding a new customer, begin with organization records and identify the related records.
2. Type in record details from the third row of the worksheet.
   Note: Validate that all required fields have a valid input. Remove any extra space or hyperlinks in the required field columns.
3. Select the Format  Painter and copy the formatting of the second row to all the rows that have data.
4. Validate the following formatting requirements: 
   

   - All fields are marked as Text.
   - All Borders are applied to all the data fields.
   - No blank rows or extra columns are there within the Thick Box Border.
   - Thick Box Border is applied to the outside borders of the worksheet, covering all of the data.

5. Delete the second row from the worksheet.
6. Save the worksheet.
   The worksheet is now ready for processing.

Process Data in Bulk Process Template

After you have gathered data on the template, you can use the the bulk upload feature to add, update, or delete records. Verify the information before importing the data. 

Follow these steps:

1. Navigate to MANAGE> Tools> Bulk Process Data

2. Click Choose File to locate the bulk process template. Specify a name for the file and then click Upload.
   The selected file uploads and the tabs for completing the bulk operation display.
   Note: If you have uploaded an incorrect file, you can select the file from the table and click Delete. 
3. (Optional) Click the Map Worksheets tab to view the list of worksheets from the uploaded template. Verify that the sheet names are mapped correctly to the Entity Name. Validate that no extra worksheets have been added to the bulk upload template.
4. (Optional) Click the Map Columns tab to view the mapping of column names to the application field names. Verify that the columns are correctly mapped to the field names for each data type. To validate the columns for each entity, select the Entity Name in the drop-down.
5. (Optional) Click the Preview Data tab to preview the data in the template. Preview the data in each worksheet.
6. Click the Execute Operation tab to view a table with all the worksheets. The table also displays the number of records on each worksheet. You can initiate the bulk process, view the progress, and the success of the process.
7. Click the Import/Update or Delete option that displays against each worksheet.
   Note: When you select the Import/Update operation, the Execute Operation tab displays the Import option for each worksheet. When you select the Delete operation, the Execute Operation tab displays the Delete option for each worksheet. The Process Status column in the Execute Operation tab displays the status of the worksheet. When some data is processed partially, click the Unprocessed Rows column. You can download the excel sheet with the records that were not processed.
8. (Optional) Click the Log tab to review the log files that are generated during the process. If the upload encounters any error you can view the error message in this tab. Drag and expand the description column or point the mouse at the cell and read the description in the tool tip. You can also process the failed records again. 

Validate Processed Data

You can validate the data by searching for relevant records in the application. For example, when you use bulk process to process configuration items (CI), you can search and validate the attribute values for the CI.

Follow these steps:

1. Navigate to WORKSPACES> SERVICE DESK> Configuration Management.
   The All Configuration Items list displays all the CI records that are in the application.
2. Specify a CI name or identifier in the Search field.
   You can validate the attributes on the CI to validate the data. You can also validate a count to verify that all the data is processed successfully.