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Importing and Exporting

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How to Export Approved Field Reports

How To

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.

To export approved field report(s):

  1. From the File menu, select Export.
  2. From the Export menu, select Field Reports.
    3. The Field Report Export window displays (Figure 179).
Figure 179. Field Report Export Window

Figure 179. Field Report Export Window

  1. Enter your name in the Exported by field or leave it blank.
  2. Click the File:StrucInfoIcon.png button to select the country structure for the field report(s) you would like to export.
    3. The Country Structure Selection window displays.
  3. From the Country Structure Selection window:
    1. Click the country structure on which you would like to generate the report.
    2. Click the OK button.
  4. Select one of the following date options for the field report:
  • Date Approved – Applies the date range to the date that the field report was approved.
  • Date Reported – Applies the date range to the date that the field report was reported.
  • Last Updated Date – Applies the date range to the date that the field report was last updated.
  • Select the date range that a field report must fall within:
    1. Click the File:DateInfoIcon.png button beside the Begin Date field to select the starting date.
    2. Click the File:DateInfoIcon.png button beside the End Date field to select the ending date.
  • Click the Export button.
    • The Field Report Export Summary window displays a list of the field reports that match the criteria (Figure 180).
    Figure 180. Field Report Export Summary Window

    Figure 180. Field Report Export Summary Window

    Represents a tip or note for using IMSMA Mobile. 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.
    1. Do one of the following:
    • To export the field report(s), click the OK button.
    The Save window displays.
    • To cancel the export operation, click the Cancel button.
  • From the Save window:
    1. Navigate to the directory where you would like to save the file.
    2. Enter the name of the file in the File Name field.
    3. Click the Save button.
      4. The field report(s) are saved to the file and directory that you specified. When the export has completed, the Export Complete window displays.
  • Click the OK button.
    • The Export Complete window closes. An .XML file of the exported field reports is created in the directory that you specified.

    How to Import Field Reports

    The import feature allows you to import field reports from another IMSMA system into your IMSMA system.

    Represents a tip or note for using IMSMA Mobile. Before you import field reports, ensure that:
    • The field report templates, custom defined fields, and option selection values have been imported into the receiving IMSMA system.
    • The field report template name is exactly the same as the field report template name used by the field report that you are importing.
    • The country structure levels and areas exist in the system.

    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.

    To import a field report:

    1. From the File menu, select Import.
    2. From the Import menu, select Field Reports.
      3. The Field Report Import window displays (Figure 181).
    Figure 181. Field Report Import window

    Figure 181. Field Report Import window

    1. Click the Browse button.
      2. The Open window displays.
    2. From the Open window:
      1. Navigate to the directory where the file that you would like to import is located.
      2. Select the file name.
      3. Click the Open button.
        4. 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.
    Figure 182. Field Report Import window

    Figure 182. Field Report Import window

    1. Click the Import button.
      2. The Field Report Import Options window displays.
    2. In the Field Report Import Options window, select one of the options listed in Table 52.
      3. If you do not want to import the field reports, click the Cancel button.
    Table 52. Description of Import Options
    If you choose to… The field reports...
    Approve all field reports

    With no import errors and complete reconciliation are imported and marked as Approved.

    With import errors and/or incomplete reconciliation are imported, marked as Needs Approval, and added to the Workbench.

    Import only

    Are imported, marked as Needs Approval, and added to the Workbench.

    1. Click the OK button.
      2. The Information window displays a message stating that the field report import is complete.
    2. Click the Close button.
    3. If you chose the Approve all field reports option, the Approval Results window displays.
    Figure 183. Approval Results Window

    Figure 183. Approval Results Window

    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.

    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.

      1. Click the Done button.
      2. If a field report was not approved, open the Workbench window and double-click the row associated with the unapproved field report.
        3. The Field Report Editor window displays.
      3. Resolve the error on the Reconciliation tab if applicable. See the Field reports – Reconciling Items section for additional information.
      4. Resolve the error on the Import Issues tab if applicable. When complete, check the All Import Issues have been resolved checkbox.
      5. Click the Approve button.
        6. The Information window displays confirming the field report was approved.
    1. If you chose the Import Only option, the Field Report Import Results window displays.
    Figure 184. Field Report Import Results Window

    Figure 184. Field Report Import Results Window

    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.

      1. Click the Done button.
        2. 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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