process4.biz 7.x Documentation

features description for Process4.biz

Data Exchange between process4.biz and MS Excel

Excel Import Export document format

In order for the export or import to an Excel file to be completed successfully, MS Excel documents must have the following format.

  • For each class, a separate worksheet is needed or created in the Excel file. When exporting, the name of the worksheet corresponds to the class names in process4.biz. When importing, you can select the desired worksheets for every class yourself. 

  • The first 3 columns (A, B, C) are required to import data into the database

  • Column A contains the ID number of objects. Cell A2 contains the class names of the objects listed below

  • Column B is called “Object Name” and the object names are listed in the same column. This column should always be available and filled with values.

  • Column C is called LanguageID. When you export content in two or more languages, a second, third, etc., row is generated for each object in Excel with the language description, which includes the object descriptions in the chosen language. If the value of the column “LanguageID” has been set as empty or is false, the object is ignored during import (not imported).

  • After exporting, the property groups are contained in the second row and the property names in the first row of the Excel file. Exceptions: the cells A2, B2, C2.

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Format of the Excel document

When importing, you select the Excel columns or the process4.biz properties which should match each other (see Data Select). 

When exporting diagram or object links, the links in the columns "diagram links" and "Object Links" can be seen. These links can also be imported into the repository. 

When you have selected during import the setting “comparison by name” (see Import Settings), column A must exist and be filled. If an ID exists in Column B and you have selected the option “comparison by ID” (see Import Settings), the object description will be adjusted in the repository. If no ID is present, a new object is created. 

All remaining columns contain the property values of the properties listed in line 2. 

If the field multiple selection (multi-selection) is set to TRUE for a property, multiple values can be simultaneously imported for a property. They should be separated with a comma ”,” or semicolon ”;“.

If you want to fill a property with the type “DataTime” in Excel and import it into the database, you should make sure that the date format is specified correctly in Excel. Set this field in Excel format on the “Date” or “Time” and then enter the value. 

If you have created a property with the type Hyperlink (e.g. http://process4.biz/) in process4.biz, exported it in Excel and imported it back into process4.biz, you will get as a result in process4.biz ”http://process4.biz | http://process4.biz. In other words, the name of the hyperlink is filled automatically with the hyperlink value. 

If you want to create and import new objects in Excel, it would be enough to fill in the column Object Name. During import, you should then also select data for import from the empty unit.

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Creating new objects in Excel and import into process4.biz

Object links are exported to Excel in the following way:

  • The characters <,>, <> indicate the directions of the standard link types: linked to, linked from, linked with. The name of the link type itself is enclosed in square brackets [uses following server]. If the link type is directional (directed directly = True) and has directly directed and opposite names, these names are indicated via directions <,>; only the name of the link type is displayed as text in brackets.
  • The symbol {a} shows that objects were automatically linked using activated link technology.
  • The name of the corresponding class of the linked object follows and then the name of the object itself.
  • When available, the association objects are enclosed in square brackets [R, A], for the link.

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  • If a property type Enumerator or Object linked selector is defined for a class with the multiple selection set to “true” and multiple values are specified for an object, they are separated via a comma ”,” or semicolon ”;“.

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  • As of release 6.0.0, there are 2 types of object-to-diagram links:

    • TreeLinks are relationships between objects and diagrams that affect the diagram hierarchy tree. In other words, those diagrams are displayed under the respective parent diagram in the tree. During export to Excel, they are marked thus: “{R: ParentDiagramName}LinkedDiagramName”.

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    • Reference links are those between objects and diagrams that do not affect the diagram hierarchy tree. In other words, those diagrams do not appear under the respective parent diagram, but simply in the highest hierarchy level in the tree. During the export to Excel they are marked thus: “{T: ParentDiagramName} LinkedDiagramName”.

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Bidirectional data exchange

As mentioned above, the Import Export Manager can be used as tool for bidirectional exchange of selected content between the process4.biz database and Microsoft Excel. The prerequisite is that the MS Excel files correspond to the document format described above (Excel Import Export document format).

Especially in connection with the intake of larger amounts of data in the standardized process4.biz database or their modification or translation into other languages, the use of MS Excel can be used itself as an effective and simple tool. You have the option to export your database contents in one, two or more selected content languages to MS Excel. You can define what languages should be available in your model via Process4.biz → Administration → Database Settings … and select via Process4.biz → Client settings … the currently displayed content language for your model. 

When exporting to Excel, you can use the special option “More Content Languages …” (see Export settings) to export your entire model, including all properties in two or multiple languages into a single file. The generated Excel document is structured in such a way that there are two rows with object descriptions (one per language) for every object of an ID that can be clearly identified by means of the LanguageID.

You have the ability to modify data, to supplement them, or even translate your model into the second or third selected content language. Enter the translations in the empty cells of the second line, save the file and then start the process4.biz Import Export Manager to import the data back into the process4.biz repository. You can select whether the objects, including their property values, are to be imported, in a specific language or in both languages.

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Multilingual import from Excel

Generate Excel lists of all diagrams

If you use the Process4.biz import-export manager for export to MS Excel (see Excel data entry), you can evaluate when activating the respective export options, among other things, on which diagrams is an object and what links exist to diagrams. 

If you want to generate in Excel an object view in addition to this listing of your process4.BIΖ diagrams, you can mark the desired diagrams in the right window of the repository, the object table, and paste them simply by copying and pasting into an open MS Excel worksheet.

In this example, the diagrams of the unit “0.Organizational structure” were copied to MS Excel. 

Similar to the Excel data entry (see Excel Data Export Statements), the individual diagrams are represented by the rows of the worksheet and the columns display the diagram properties.

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Object links and Uses diagram in Excel

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Copy diagrams