Importing Sublocation Templates

Importing Sublocation Templates


Video Transcript

Sublocation Templates are used to divide locations into segments to help map out larger or complicated buildings. They are best used when repeat area types are seen in buildings, like multiple restrooms or offices where the services are the same, but room numbers are different.
When larger sublocation templates are needed, importing can help you get it into the software quickly. To start, open the Sublocation Section Import Template. If you did not receive this from a CleanTelligent representative, you can also find it in the system if you click the Admin tab, scroll down to the Other section, and click Import. You can find all import files here, but for this video, you’ll choose Import Sublocation Section Templates, then Sample Import Template to download the spreadsheet.
I’ve already filled in this sheet, but it’s important to know that the column titles in bold are required for an import. In this template, the Template Name and Sublocation Name columns are required. Because this template is for a specific building, I’ve named the template after the location, with the date, in case I do an update later. If you enter in a Service Location name in the fourth column, it must match exactly the name of a Service Location in your system.
After filling your template, save it to your computer and return to your browser window and the Import page. Click Choose File and select the saved file. Click Upload. This page will auto-populate the matching fields from your spreadsheet. Carefully check that all fields match and if you have columns that are empty, leave the selection at None. Click Continue.
If everything matches in your template, you’ll see a sample to double-check before finalizing the import. When you’ve checked everything, click Import. Click the button to return to your sublocation list to see your new template.

Importing from Start to Finish

Sublocation templates allow you to break up a service location into sublocations and each sublocation into sections. Importing these templates is especially useful when you have a larger building that you service or if you are setting up multiple service locations at the same time. If you only have a couple of sublocations and sections to create for one service location then it will be faster to create them in Otuvy QM without importing. For a refresher on creating a sublocation template, see our video and article Create a Sublocation/Section Template

Import Template

Download Template File

To find the import template, start by going to the Admin tab, then click Import in the Other section.

In the Import list, click Import Sublocation Section Templates. From the first import screen, click the Sample Import Template button to download an Excel file with the proper headings to aid in getting started on your import.

Template Requirements

In the template file, the column titles that are bold are required. They are the Template Name and Sublocation Name

Each column holds different information. Below is a brief description of each:
  1. Template Name - This is the name of the template. This is a required field. You will need to repeat this value exactly in each row that corresponds to the given template you want to upload.
  2. Sublocation Name – This is the name of a sublocation, the first level that will break up your service location. This is a required field. If you have multiple sections within a sublocation you will need to repeat the sublocation in each row that corresponds to the given sublocation you want the sections found in.
  3. Section Name – This is the name of the section, the second level breaking up your service location. Each section is nested inside one sublocation.
  4. Service Location Name – This is an optional field to assign a template to a single service location. This field is case sensitive and must match exactly a service location already existing in Otuvy QM. If you use this field, duplicate the information in each row for the entire template.
See the example below:

This example indicates that there are 2 sublocations named Floor 1 and Floor 2 with multiple rooms on each floor. We also want to assign this template automatically to the Cherry Town High School service location as we upload it.

Import Process

Once your Excel file is filled and saved to your computer, it can be imported into your system. Start on the Admin page and click Sublocation Templates in the Other section then click Import Sublocation Section Templates just above the search results on the right side of the page.
You can also reach this page by clicking Import in the Other section on the Admin page, then clicking Import Sublocation Section Templates from the Import options list.
Click the Choose File button and locate the Excel file you just created. Make sure the checkbox next to Data has a Header Row is checked. Click Upload in the top right corner.

The drop-down selections will automatically select the matching columns. Double-check that they each match, then click Continue.
If you get an error message, please read the troubleshooting section of this article.
If there are no errors, your data will be shown to you on the next screen as an example of how it will look. 

If everything looks correct, click Import to finalize the process of importing your new Sublocation Template(s).

Troubleshooting

There are times when an import template may have mistakes or the necessary information isn’t in the system yet. Times like this, you’ll see an error like the ones below.


 
These error messages will describe in detail what information is incorrect like a missing Template Name or Sublocation name or an incorrect Service Location or a row with duplicate Sections for the same Sublocation. 
When any of these errors comes up, it’s good practice to get a screenshot or copy the text on the screen so you can keep track of what errors you need to fix before trying the upload again.
To fix an error, check your Excel spreadsheet for spelling or mismatching errors before creating new data in your system. If the error is caused because an item isn’t in the system, then create it.
After all the errors have been fixed, start the upload process again by starting at the Import Sublocation Section Templates screen. For more help, if you continue to get the error messages, please contact our Customer Success team at 801-874-3443 or email support@otuvy.com



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