process4.biz 7.x Documentation

features description for Process4.biz

Excel Data Import

Import Settings

If you have selected the Excel data import function, when starting the Import Export Manager (see Starting the ImportExportManager), the following window appears:

  • **Choose a set **

In a set, import settings are stored. You can select an already defined set or define a new one. Sets that are no longer needed can be removed (see Export settings). 

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  • **Unit **

Please choose the unit, in which the data should be imported from the Excel file. 

  • Import from

Specify the MS Excel file name and path of the Excel files, from which the data will be imported. The file format of the Excel file is described here in Excel Import Export document format

  • **Exclude all items that are defined in the modeller as invisible **

Units, classes, objects and diagrams can be marked as visible in process4.biz (see Managing the Visibility). If you enable this option, invisible items from the Excel report will not be imported into the database. This means that invisible classes are not displayed in the wizard selection window of the classes and properties and that classes are not imported into the database. When an object is invisible in process4.biz and this object is available in the Excel file, you are asked during the Excel import, if the invisible object is to be overwritten or not. 

  • Import from object links 

Enable this option if you want to import object or diagram links of an object incl. the corresponding link types and association objects into the database. 

  • Delete object links via Excel 

This option allows a complete synchronization between object links in the Excel file and the process4.biz database. This means that if one or more object links in the Excel file have been DELETED or do not exist, they are deleted also from the process4.biz database after import.

  • Delete diagram links via Excel 

This option allows a complete synchronization between diagram links in the Excel file and the process4.biz database. This means that if one or more diagram links in the Excel file have been DELETED or do not exist, they are deleted also from the process4.biz database after import.

When an “automatic” link (=which can be generated only while modelling on diagrams) does not exist **in the target repository, then it should be imported as a “manual” link **

If you want to import automatic links, activate this check box. Automatic links are read by the selected link technologies from the Visio diagrams and stored in the database. If you want to export, modify and reimport it to Excel, then it will be updated as automatic link. Only if this link does not exist in the database is it imported as a manual link. 

  • Compare by name / Compare by ID 

During import, it is checked whether the object to be imported from the excel file already exists in the repository. If so, changes made are applied to all properties. If this object does not exist in the target unit of the repository, it is created. By comparison, either the name or the ID of objects can be used (see Excel Import Export document format). 

When you select an Excel file for the import, make sure that the current database language and the language of the data that you want to import from Excel, are the same. This helps you to avoid false matches between units, classes and objects in the database and the corresponding Excel sheets. If the names in the columns differ from the names in the current database language (see [Excel Import Export Document Format](data-exchange-between-process4-biz-and-ms-excel)), you will be notified with a warning message.

Click the Next button to select the following settings in the subsequent dialog box.

Selection of units

  • Select content language for import

If you have published your data in two or several languages for translation, you can define here languages in which the object descriptions are to be imported back into the database. Please note that the back importing of data from Excel in the p4b database in two or more languages at the same time, under certain circumstances, may lead to mistakes; therefore we recommend that you import the data separately for each language. Consider the following points if you still want to import two languages simultaneously: 

  • The ID field must be filled in both languages for the object with the same ID, otherwise the p4b - Import Manager identifies two different objects. 
  • Do not change the alternating mapping of rows according to the language that you have exported and then want to re-import (i.e. the order of lines DE, EN, DE, EN … and not EN, DE …) 
  • When you create new objects in Excel that you want to re-import in both languages simultaneously, then you absolutely need to fill the ID fields (first column in the table) for both rows of the same object with the same negative value (-1, -2, -3, etc.), to avoid duplicates 
  • Do not export and import object links in multi-language mode
  • Choose Units which you want to import from Microsoft Excel

Here you can select those unit(s) whose data you want to import from the Excel document in the database. Please note that all objects from multiple units will only be imported in one pre-defined unit. 

At the bottom of the window there are two options for the continuation of the dialogue: 

  • When you click the Next button, you can check how Excel worksheets and columns are assigned to the process4.biz classes and properties and, where appropriate, modify them (see selection of classes and properties).

  • When you click the Finish button, the import process will start based on the automated assignment (see Excel data import completion).

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Selection of classes and properties

At this point you can select the Excel worksheet in the left window, which should correspond to the desired process4.biz classes when importing. Classes of objects and diagrams are highlited by different colors. In addition, the ID number of each class is displayed. This allows you to distinguish between two classes with the same name based on their ID.

In addition, you are able to select in the right half of the dialog box those Excel columns for each (left marked) class that should correspond to the process4.biz properties. 

The button  329582 {width=“300”} changes the column order between P4B classes and Excel worksheets and the column mapping between p4b - properties and Excel columns for all classes. It is changed according to the rule “Class Name -> Excel Worksheet” (and “Property Name -> Excel Column Name”). 

The button  329574 changes the column order between p4b properties and Excel columns in the selected class. It works according to the same rules, only for a single class. 

Click the Finish button to start the import process.

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Finish Excel Data Import

This following window shows the import process:

When the import is complete, you can click on the button Show Log, to show the import log file. This protocol allows you to check whether the import ran without errors or which errors may have occurred: 

329114 By clicking Finish in the last dialogue window, the import process is completed.

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