Difference between revisions of "Importing and Exporting"

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===How to Export Approved Field Reports===
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{{TOC right}}
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<p>The export feature allows you to save field report(s) that meet criteria that you specify to a file. This file can then be imported into another IMSMA system so that field reports can be shared.</p>
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__NOEDITSECTION__
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<p>To export approved field report(s):</p>
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{{HowTo's
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<ol>
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|[[Import a Data Entry Form from a xml File]]
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<li>From the File menu, select Export.</li>
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|[[Search for Exporting Data Entry Form | Export Data Entry Form from Advanced Search]]
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<li>From the Export menu, select Field Reports.</li>
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|[[Export Data Entry Form from Workbench]]
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:The Field Report Export window displays ([[:Image:fig179.png|Figure 179]]).
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|[[Import the Translations|Import Translations]]
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</ol>
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|[[Export the Translations|Export Translations]]
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|[[Export Auxiliary Data|Export Auxiliary Data]]
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|[[Import XLS data | Import of data from other sources]]
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}}
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{{IMSMANG}} provides extensive data export/import capabilities and formats designed to support a variety of purposes and needs. Using {{IMSMANG}}’s import and export functions, Information Managers can exchange data directly with other {{IMSMANG}} installations and export data for use in external tools.
  
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[[Image:fig179.png|center|500px|''Figure 179. Field Report Export Window'']]
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==Data Entry Forms==__NOEDITSECTION__
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<div align="center">
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The primary mechanism {{IMSMANG}} uses for sharing information is the Data Entry Forms. Data Entry Forms contain the vast majority of {{IMSMANG}} data and are the sole repository for entering operational information into the database. So, exporting and importing Data Entry Forms let Information Managers easily share information between {{IMSMANG}} installations and other {{IMSMANG}} tools such as [[Portal:Remote Entry | IMSMA Remote Entry]].  
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''Figure 179. Field Report Export Window''
 
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</div>
 
  
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<ol start="3">
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Data Entry Forms may be exported and imported in '''xml''' format.
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<li>Enter your name in the '''Exported by''' field or leave it blank.</li>
 
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<li>Click the [[Image:StrucInfoIcon.png]] button to select the country structure for the field report(s) you would like to export.</li>
 
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:The Country Structure Selection window displays.
 
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<li>From the Country Structure Selection window:</li>
 
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<ol start="a">
 
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<li>Click the country structure on which you would like to generate the report.</li>
 
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<li>Click the '''OK''' button.</li>
 
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</ol>
 
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<li>Select one of the following date options for the field report:</li>
 
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*''Date Approved'' – Applies the date range to the date that the field report was approved.
 
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*''Date Reported'' – Applies the date range to the date that the field report was reported.
 
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*''Last Updated Date'' – Applies the date range to the date that the field report was last updated.
 
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<li>Select the date range that a field report must fall within:</li>
 
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<ol type="a">
 
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<li>Click the [[Image:DateInfoIcon.png]] button beside the Begin Date field to select the starting date.</li>
 
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<li>Click the [[Image:DateInfoIcon.png]] button beside the End Date field to select the ending date.</li>
 
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</ol>
 
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<li>Click the '''Export''' button.</li>
 
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:The Field Report Export Summary window displays a list of the field reports that match the criteria ([[:Image:fig180.png|Figure 180]]).
 
  
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[[Image:fig108.png|center|500px|''Figure 180. Field Report Export Summary Window'']]
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When [[Import a Data Entry Form from a xml File | importing Data Entry Forms]] in xml format into {{IMSMANG}} , there are occasionally problems with the data that cause the data to not be fully imported. These ''import issues'' are tracked on each Data Entry Form and must be resolved before the Data Entry Form can be [[Approve Data Entry Forms from the Workbench | approved]] from the [[Access and Use the Workbench Window | Workbench]]. Typically, import issues are the result of references to Data Entry Form Template, Locations or Auxiliary data such as Places, Organisations, Ordnance or Country Structure elements that do not exist in the importing database. These issues can be resolved easily by creating the necessary auxiliary data and complete the Data Entry Forms. This functionality is designed to permit imports to continue even if some of the linked data is missing.
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<div align="center">
 
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''Figure 180. Field Report Export Summary Window''
 
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</div>
 
  
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{| style="border:2px solid lightgray; float:center; margin:10px;"
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==Translations==__NOEDITSECTION__
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|align="left" style="padding: 5px 10px 5px 10px"|[[Image:bulb2.png|25px|Represents a tip or note for using IMSMA Mobile.]]
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In addition to Data Entry Forms, the translations of enumeration values can be exported and imported into {{IMSMANG}}. Using this functionality, Information Managers can export translations that already exists for a language or create a completely new translation file so it may be edited with Rosetta-J instead of translating one by one in the Data Inventory Manager.
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|align="left" style="padding: 5px 10px 5px 10px"| The greater the number of field reports that meet the criteria specified in the Field Report Export window, the longer it will take the Field Report Export Summary window to display.  
 
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|}
 
  
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<ol start="9">
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==Auxiliary Data==__NOEDITSECTION__
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<li>Do one of the following:</li>
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{{IMSMANG}} supports the export of Auxiliary data in two different formats:
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*To export the field report(s), click the '''OK''' button.
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* xml, for external tools such as [[Portal:Remote Entry |IMSMA Remote Entry]]
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:The Save window displays.
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* csv, for use in e.g. in Excel.
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*To cancel the export operation, click the '''Cancel''' button.
 
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<li>From the Save window:</li>
 
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<ol type="a">
 
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<li>Navigate to the directory where you would like to save the file.</li>
 
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<li>Enter the name of the file in the File Name field.</li>
 
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<li>Click the '''Save''' button.</li>
 
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:The field report(s) are saved to the file and directory that you specified. When the export has completed, the Export Complete window displays.
 
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</ol>
 
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<li>Click the '''OK''' button.</li>
 
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:The Export Complete window closes. An .XML file of the exported field reports is created in the directory that you specified.
 
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</ol>
 
  
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==How to Import Field Reports===
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{{Warning | Note that neither xml or csv/xls '''cannot''' be imported back into an {{IMSMANG}} system without the help of a [[Information Management Team | GICHD IM advisor]]. }}
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<p>The import feature allows you to import field reports from another IMSMA system into your IMSMA system.</p>
 
  
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{| style="border:2px solid lightgray; float:center; margin:10px;"
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==Map Exports==__NOEDITSECTION__
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|align="left" style="padding: 5px 10px 5px 10px"|[[Image:bulb2.png|25px|Represents a tip or note for using IMSMA Mobile.]]
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The map is possible to export in two formats; pdf or apm (ESRI Arc Pad Map).
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|align="left" style="padding: 5px 10px 5px 10px"| Before you import field reports, ensure that:
 
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*The field report templates, custom defined fields, and option selection values have been imported into the receiving IMSMA system.
 
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*The field report template name is exactly the same as the field report template name used by the field report that you are importing.
 
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*The country structure levels and areas exist in the system.
 
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|}
 
  
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<p>Data will only be imported for attributes represented on your field report template. For example, if the field report(s) that you are importing use a template with 50 attributes, but your template only contains 20 of the 50 attributes, data will only be imported for the 20 attributes.</p>
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==Non-Exportable Data==__NOEDITSECTION__
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<p>To import a field report:</p>
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Certain data within {{IMSMANG}} , particularly the administrative data, is not exportable to any external format. These include:
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<ol>
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* [[Saved Searches Window | Saved searches]],
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<li>From the File menu, select Import.</li>
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* [[Using the Impact Scoring Tool in IMSMANG | Impact scoring schemes]]
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<li>From the Import menu, select Field Reports.</li>
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* [[Defining Roles, Permissions and Users | Permissions]]
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:The Field Report Import window displays ([[:Image:fig181.png|Figure 181]]).  
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* [[Using the Tasking Tool in IMSMANG | Tasks and Work items]] and
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</ol>
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* [[Designing Summary Templates | Summary templates]].  
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Contact your [[Information Management Team | GICHD IM advisor]] if you need to export any of these.
  
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[[Image:fig181.png|center|500px|''Figure 181. Field Report Import window'']]
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==Import of data from other sources==__NOEDITSECTION__
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<div align="center">
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It is possible to import data from other sources or the Auxiliary data as mentioned above by using importing scripts. Contact your [[Information Management Team | GICHD IM advisor]] if you have questions about import scripts.
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''Figure 181. Field Report Import window''
 
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</div>
 
  
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<ol start="3">
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{{NavBox IMSMA NG Administration}}
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<li>Click the '''Browse''' button.</li>
 
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:The Open window displays.
 
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<li>From the Open window:</li>
 
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<ol type="a">
 
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<li>Navigate to the directory where the file that you would like to import is located.</li>
 
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<li>Select the file name.</li>
 
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<li>Click the '''Open''' button.</li>
 
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:In the Field Report Import window, the number of field reports and the number of objects associated with the reports are displayed in the XML Summary section of the window. The contents of the file are displayed in the Raw XML View section.
 
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</ol>
 
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</ol>
 
  
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[[Image:fig182.png|center|500px|''Figure 182. Field Report Import window'']]
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[[Category:NAA]]
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<div align="center">
 
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''Figure 182. Field Report Import window''
 
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</div>
 
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<ol start="5">
 
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<li>Click the '''Import''' button.</li>
 
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:The Field Report Import Options window displays.
 
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<li>In the Field Report Import Options window, select one of the options listed in Table 52.</li>
 
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:If you do not want to import the field reports, click the Cancel button.
 
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</ol>
 
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<center>
 
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{| class="wikitable" width="500"
 
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|-
 
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| align="center" colspan="2" | '''Table 52. Description of Import Options'''
 
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|-
 
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| width="125pt" | '''If you choose to…'''
 
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| width="375pt" | '''The field reports...'''
 
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|-
 
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| Approve all field reports || <p>With no import errors and complete reconciliation are imported and marked as Approved.</p>
 
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<p>With import errors and/or incomplete reconciliation are imported, marked as Needs Approval, and added to the Workbench.</p>
 
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|-
 
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| Import only  || <p>Are imported, marked as Needs Approval, and added to the Workbench.</p>
 
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|}
 
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</center>
 
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<ol start="7">
 
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<li>Click the '''OK''' button.</li>
 
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:The Information window displays a message stating that the field report import is complete.
 
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<li>Click the '''Close''' button.</li>
 
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<li>If you chose the '''Approve all field reports''' option, the Approval Results window displays.</li>
 
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</ol>
 
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[[Image:fig63.png|center|500px|''Figure 183. Approval Results Window'']]
 
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<div align="center">
 
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''Figure 183. Approval Results Window''
 
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</div>
 
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<p>Field reports that were approved appear in the Approved Field Reports section of the Approval Results window. The Approval Date column lists the date and time the reports were approved.</p>
 
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<p>Reports that were not approved appear in the Non-Approved Field Reports section. The Non-Approval column lists the reasons they were not approved. Possible reasons include ''Reconciliation Incomplete'', ''Import Error'', and ''Unknown Error''.</p>
 
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<ol>
 
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<ol type="a">
 
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<li>Click the '''Done''' button.</li>
 
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<li>If a field report was not approved, open the Workbench window and double-click the row associated with the unapproved field report.</li>
 
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:The Field Report Editor window displays.
 
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<li>Resolve the error on the Reconciliation tab if applicable. See the ''Field reports – [[Reconciling Items]]'' section for additional information.</li>
 
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<li>Resolve the error on the Import Issues tab if applicable. When complete, check the '''All Import Issues have been resolved''' checkbox.</li>
 
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<li>Click the '''Approve''' button.</li>
 
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:The Information window displays confirming the field report was approved.
 
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</ol>
 
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</ol>
 
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<ol start="10">
 
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<li>If you chose the '''Import Only''' option, the Field Report Import Results window displays.</li>
 
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</ol>
 
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[[Image:fig184.png|center|500px|''Figure 184. Field Report Import Results Window'']]
 
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<div align="center">
 
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''Figure 184. Field Report Import Results Window''
 
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</div>
 
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<p>The Imported Items section of the window lists the items that were imported. Any errors that occurred during the import are noted in the Error Log section of the window. You can save the error log to a file by clicking the Save Log button.  You can also view import errors on the Import Issues tab of the Field Report Editor window.</p>
 
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<ol>
 
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<ol type="a">
 
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<li>Click the '''Done''' button.</li>
 
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:The imported field reports will be listed in the Workbench. You will need to reconcile the item records in the field reports.
 
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</ol>
 
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</ol>
 
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[[Category:Maintaining IMSMA]]
 
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[[Category:How To]]
 

Latest revision as of 13:43, 16 June 2017

How To

IMSMANG provides extensive data export/import capabilities and formats designed to support a variety of purposes and needs. Using IMSMANG’s import and export functions, Information Managers can exchange data directly with other IMSMANG installations and export data for use in external tools.

Data Entry Forms

The primary mechanism IMSMANG uses for sharing information is the Data Entry Forms. Data Entry Forms contain the vast majority of IMSMANG data and are the sole repository for entering operational information into the database. So, exporting and importing Data Entry Forms let Information Managers easily share information between IMSMANG installations and other IMSMANG tools such as IMSMA Remote Entry.

Data Entry Forms may be exported and imported in xml format.

When importing Data Entry Forms in xml format into IMSMANG , there are occasionally problems with the data that cause the data to not be fully imported. These import issues are tracked on each Data Entry Form and must be resolved before the Data Entry Form can be approved from the Workbench. Typically, import issues are the result of references to Data Entry Form Template, Locations or Auxiliary data such as Places, Organisations, Ordnance or Country Structure elements that do not exist in the importing database. These issues can be resolved easily by creating the necessary auxiliary data and complete the Data Entry Forms. This functionality is designed to permit imports to continue even if some of the linked data is missing.

Translations

In addition to Data Entry Forms, the translations of enumeration values can be exported and imported into IMSMANG. Using this functionality, Information Managers can export translations that already exists for a language or create a completely new translation file so it may be edited with Rosetta-J instead of translating one by one in the Data Inventory Manager.

Auxiliary Data

IMSMANG supports the export of Auxiliary data in two different formats:

Warning.jpg Note that neither xml or csv/xls cannot be imported back into an IMSMANG system without the help of a GICHD IM advisor.

Map Exports

The map is possible to export in two formats; pdf or apm (ESRI Arc Pad Map).

Non-Exportable Data

Certain data within IMSMANG , particularly the administrative data, is not exportable to any external format. These include:

Contact your GICHD IM advisor if you need to export any of these.

Import of data from other sources

It is possible to import data from other sources or the Auxiliary data as mentioned above by using importing scripts. Contact your GICHD IM advisor if you have questions about import scripts.

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