8Data Import and Export

This chapter contains the following:

Importing Contracts

Overview of Importing Contracts

You can use file-based import to bring existing legacy contracts into Oracle Applications. To do this, you must first upload the source file and then map fields in the source file to import object attributes. After you do that, when you schedule an import activity, the interface tables are populated with data as per the mapping. You can then bring them in as new contracts.

Summary of Features

Here are the key features of importing contracts:

  • Upload the source file to the file repository.

  • Identify the target import objects.

  • Map import object attributes to fields in the source file you uploaded.

  • Schedule the import activity to populate the interface tables with the data.

  • Import contract attachments.

Resources

To help you get started, you can use the document and example templates provided in Document ID 2151576.1 on My Oracle Support.

Import Contracts

You can import contracts from a source file into the application. To set up file-based data import for importing contract data, select the Manage File Import Objects and Manage File Import Mappings tasks. To schedule your contract imports, select the Manage File Import Activities task. These tasks in the Setup and Maintenance work area are part of the Enterprise Contracts offering in the Enterprise Profile functional area.

File-based import supports the import of data from an external text or XML file to interface tables, and from interface tables to target application tables.

This topic describes:

  • What you can import

  • The interface table

  • The import process

What You Can Import

All contracts can be imported except for those in Expired status. The import file can use names as well as IDs to identify data, for example, Party ID or Party Name. You can import only one version for each contract, with this data:

  • Contract header

  • Primary party (supplier, customer, or partner)

  • One contract owner: depending on the owner role, this is either an employee or salesperson of the contract's business

  • One primary contract party: a supplier or partner or customer

  • Primary contract document as an attachment

  • Additional attachments: the import file lists the attachments which are imported using the file import user interface (UI), either individually or as a ZIP file.

You can import new contracts as well as update or delete a contract using import. The same restrictions apply to update and delete as are applied when you perform those same actions in the application UI.

Interface Table

The table describes that the application uses these database tables for importing contracts:

Table Description

OKC_IMP_CONTRACT_HEADERS

The interface table used to load contract data from external systems. This table maps to logical contract data: contract header, contract party, contract party contact, contract terms, and contract attachments.

OKC_IMP_CONTRACT_ADDRS

Interface table for importing contract addresses.

OKC_IMP_CONTRACT_CNTACTS

Interface table for importing contract contacts.

OKC_IMP_CONTRACT_LINES

Interface table for importing contract lines.

OKC_IMP_CONTRACT_PARTIES

Interface table for importing contract parties.

OKC_IMP_CONTRACT_RELNS

Interface table for importing contract relationships.

OKC_K_SALES_CREDITS_INT

Interface table for sales credits.

PJB_BILL_PLANS_INT

Interface table for importing project billing plans.

PJB_BILLING_CONTROLS_INT

Interface table for importing project billing controls.

PJB_CNTRCT_PROJ_LINKS_INT

Interface table for importing project procurement links.

Details about the fields and valid values for import are available from Contracts section of the Oracle CX Tables and Views for CX Sales and B2B Service guide See Related Topics.

Importing Contracts from a Source File

To import contracts, use the file-based import feature and upload contract data into the interface table. To access this feature, select the Manage File Import Activities task. This task in the Setup and Maintenance work area is part of the Enterprise Contracts offering in the Enterprise Profile functional area.

Note: The Edit Import Activity: Map Fields page contains an import mapping that details the mapping between source file columns and contract attributes, but you may define additional import mappings.

The Import Activity is a step-by-step guided process to help you create an import activity for a given object. This topic describes the source file options defined in the Import Activity that are used by the import process to locate and parse the source file data.

Source File Data

Enter attribute details pertaining to the source file as described in this table.

Option Description

File Type

Source file must be either Text, ZIP, or XML.

Data Type, Delimiter, and Header Row Included

A Text file type can further be defined based on how the data is delimited and if the source file is expected to include a row of headings for each column.

Import Mapping

Displays a list of predefined mappings for the object selected for this import activity. The selected mapping will be used as the basis for mapping your source file in the next Import Activity step.

Source File Location

This table provides the available options when locating your source file for import.

Option Description

Upload From

You can upload the source file from the following locations:

  • Desktop

    If you select Desktop, then a File Name field with an associated Update button is displayed. Click Update and browse to search and select the file you want to upload.

  • WebCenter Content Server

    If you select WebCenter Content Server, then a File Name field with an associated Browse button is displayed. Click and browse to search and select the file you want to upload.

How You Import Contracts

You can use the information in this topic to import contracts.

You will also learn how to:

  • Identify and associate records

  • Access and use reference files to evaluate attributes

Use the file-based import objects and target objects in this table to import contracts.

Import Object Target Object

Contract

ImportContractHeader1

Contract Party

ImportContractParty1

Contract Party Contact

ImportContractPartyContact1

Contract Lines

ImportContractLines1

Associated Projects

ContractProjectLinkageImport1

Bill Plans

BillPlanImport1

Billing Controls

BillingControlImport1

Contract Sales Credit

ImportContractSalesCredit1

Contract with no lines (Non-Hierarchical)

ImportContractHeader1

Use the file-based import objects and target objects in this table to import service contracts.

Import Object Target Object

Contract

ImportContractHeader1

Contract Bill Line

ImportContractBillLine1

Contract Charge

ImportContractCharge1

Contract Charge Component

ImportContractChargeComponent1

Contract Covered Asset

ImportContractCoveredAsset1

Contract Line

ImportContractLine1

Contract Manual Adjustment

ImportContractManualAdjustment1

Contract Party

ImportContractParty1

Contract Party Contact

ImportContractPartyContact1

Contract Relationship

ImportContractRelObject1

Note: In the Contracts.csv file, the Auto Generate Billing option is set to N. If you need to generate the invoice bills, then change the Interfaced option to Y.

Contract Target Import Objects

You use the Contract import objects to import basic contract information and party information about the customer or supplier, the organization or business unit, and party contacts. The Contract target import object organizes the individual attributes of the contract such as the contract number and contract type. The Contract Party target import object includes the individual attributes of the party information such as the business unit, contract owner, and the primary party. The Contract Party Contact target import object includes the primary party contact information. You use the contract header attributes to import contract headers.

The employee of the associated business unit is the contract owner. The external party can be the customer, the supplier, or the partner. The contract type determines the properties of the contract. For example, the type of permitted contract lines, contract validation checks, and contract acceptance signature requirements.

Note: Line auto-numbering wasn't enabled for contracts imported in older versions of Oracle Applications Cloud. You need to enable Line auto-numbering only for new contracts. Contracts that already exist will continue to require manual line numbering.

Identify and Associate Records with Each Other

To create or update existing contracts using file-based import, your source file must contain information about the contract and the associated business unit and contract owner, and external party and external party contact. When you import the data, a record is created for each contract. Each contract record in the application has a unique ID. This ID is often referred to as the internal ID or object key. You can use these IDs to uniquely identify the records when importing updates.

When the source of your data isn't an external application and you don't plan to regularly update the data, you don't need the source record information such as the contract number and the contract type. To import updates to your existing data, you can export the Oracle record ID and add it to your source file. The import process uses the record ID to identify the existing record. This image shows how you can import contracts.

The figure shows how you import contracts using
source system values to create record IDs, which you can then use
to import updates.

Before You Start

The minimum data required to import contract information depends on:

  • The purpose of the import. The data is different when you create both the party and the contract in the same import batch, add new contracts to an existing party, or update a contract record.

  • Identifying records. You can select the attributes you need for the import process when identifying and associating records. The values provided in your source file may require a setup task or manual step to ensure that they're validated at the time of import. Before preparing the source file, complete the prerequisite steps to determine the data values and then include those values in your source file.

Evaluate Attributes with Reference Files

For more information about import attributes, see the Oracle CX File-Based Data Import for CX Sales and B2B Service guide available on the Oracle Help Center. See the topic for your import object, which includes links to reference files for target import objects.

Review a reference file to see attributes that are available to import and information for each attribute, including requirement for inclusion in an import, validation requirements, default value, data type, data length, and description.

Additional Tips

You can explore related topics by entering the following keywords in the Oracle Help Application search. The Help Application is available from any Oracle Application page by clicking Applications Help from the Settings and Actions menu.

  • Importing customers

  • Importing suppliers

  • Importing partners

  • Importing contacts

Import Attachments Using File-Based Data Import

You can include attachments when you use the Manage File Import Activities task.

Import Attachments

To import attachments using file-based data import:

  1. Add one or more of the columns listed in this table to the source file you're importing.

    The ATTACHMENT_FILE_NAME header is the only required header. All other headers are optional. The Manage File Import Activities task reserves these header names for their described usage. You must not use them for any other purpose.

    This table describes each of the supported column headers.

    Column Header Description

    ATTACHMENT_FILE_NAME

    The .zip file selected when defining the import activity must contain a file with the specified ATTACHMENT_FILE_NAME value. Your attachment file name should not contain special characters such as the Pound symbol or the pipe symbol (|).

    ATTACHMENT_FILE_DESC

    A description of the file to be attached to the record.

    ATTACHMENT_FILE_TITLE

    Enter the file title. This isn't a required field. If you don't specify a file title, then the Manage File Import Activities task uses the file name as the title. For example, if the file name is abc.txt, and the ATTACHMENT_FILE_TITLE column value isn't explicitly passed in the CSV, then the file title defaults to abc.

    ATTACHMENT_CATEGORY_NAME

    Specify the attachment category. An attachment category is used to classify and secure attachments. You must define every attachment UI with at least one category so that users can add attachments. For example, you can categorize attachments for an expense report as a receipt, scanned invoice image, and so on.

  2. In every row of the source file, enter the name of the attachment file that the Manage File Import Activities task must attach to the record.

    This table lists some attachment files for Leads. For example, you enter file_1.doc as the attachment file for Lead 1.

    LeadName StatusCD Score ATTACHMENT _FILE _NAME

    Lead 1

    QUALIFIED

    7

    file_1.doc

    Lead 2

    QUALIFIED

    8

    file_2.doc

    Lead 3

    QUALIFIED

    3

    file_3.doc

    Lead 4

    QUALIFIED

    7

    file_4.doc

  3. To specify the same attachment file for more than one record, enter the same file name for each record in the ATTACHMENT _FILE _NAME column. For example, you can specify file_1.doc for Lead 1 and for Lead 2.

    Note:
    • You can specify multiple attachments for any type of business object or custom object.

    • If you specify more than one attachment for the same record, and if you add any of the optional attachment columns, then you must repeat all the columns in the same order for each attachment file.

  4. Create a .zip file that includes the files that you must attach.

    For example, create a file named myfiles.zip that includes these files:

    • file_1.doc

    • file_2.doc

    • file_3.doc

    • file_4.doc

    You can also use a JAR file. You can organize these files in folders and subdirectories.

  5. Sign in to the application.

  6. Navigate to the following in the Setup and Maintenance work area:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Activities

  7. In the Search Results list, click the link for the task..

  8. In the Manage Import Activities page, click the Create icon.

  9. In the Create Import Activity: Enter Import Options page, select an object from the Object drop-down list that supports attachments.

  10. In the Attachments section, click Browse, and then locate your .zip file.

    Note:
    • You can upload only one .zip file.

    • You can't add more attachments after you upload the .zip file.

  11. Enter the data in the remaining fields and activate the file-based data import activity.

    The Manage File Import Activities task recognizes the reserved column header names, so you don't have to map them in the Create Import Activity: Map Fields page.

Constraints for Business Objects

You can import attachments only for these business objects:

  • Account

  • Activity

  • Contact

  • Contract

  • Campaign

  • Household

  • Lead

  • Opportunity

  • Partner

  • Notes

  • Sales custom object

  • Common custom object

You can't delete the file attachments from a record using file-based data import activities.

You can use the import options available in CX Sales and B2B Service to create import activities.

Source File Data Transformation

You use the options in this table to identify the formatting of source file data so that the data can be correctly interpreted and transformed by the import process.

Option Description

Decimal Separator

The format of the fractional portion of numeric values in columns mapped to attributes with a decimal attribute type.

Date Format

The format for values in columns mapped to attributes with a date attribute type.

Time Stamp Format

The format for values in columns mapped to attributes with a time stamp attribute type.

File Encoding

The overall encoding of the characters within the file.

Interface to Target Import Options

Depending on the object you're importing and the application modules you implemented, you need to select some options. All the options are provided in this table.

Option Description

Import Mode

To import leads and employee resources, you have the option of specifying if you want to create and update records or only update records. If you select update, then any new records will be ignored by the import process. For all other import objects, both create and update operations are available.

Allowable Error Count

The Allowable Error Count threshold determines if the import operations need to be automatically canceled, if the number of consecutive rows with validation errors exceeds the user defined threshold value. The default value for Allowable Error Count is 2000 but you can change this value when configuring your import. During the "Preparing Data for Import" step, if the number of consecutive rows in your input file with a validation error exceeds the Allowable Error Count value, then the import will be canceled. If the Allowable Error Count isn't reached in this step, then the import will proceed. Errors encountered during the "Importing Data" step aren't counted as part of the Allowable Error Count.

Validation errors include:

  • Missing required values

  • Values that exceed the attribute length

  • Invalid identifiers and lookup codes

Duplicates found using matching configurations for Customer Data Management objects don't contribute to the error count.

Notification E-Mail

The e-mail of the intended recipient of import processing notifications. Currently this option is supported only for Opportunity, Lead, and user-defined objects.

Customer Data Management Duplicates

You can select the options in the Customer Data Management LOV for handling duplicates when you're importing accounts and legal entities either alone or as part of another object.

Note: You can use the Customer Data Management Duplicates LOV to retrieve duplicates only if you have licensed the data quality functionality. Once licensed, you must rebuild the keys for your matching configuration using the Manage Enterprise Data Quality Matching Configurations task. For more information, see the Implementing Customer Data Management for CX Sales and B2B Service guide.

The duplicates are determined using the following matching configurations:

  • Address Duplicate Identification

  • Contact Duplicate Identification

  • Account Duplicate Identification

Using this option, which is available only if you licensed the data quality functionality, you can select different options for handling duplicates when you're importing accounts and legal entities either alone or as part of another object.

The duplicates are determined using these matching configurations:

  • Batch Location Basic Duplicate Identification

  • Batch Person Basic Duplicate Identification

  • Batch Organization Basic Duplicate Identification

You can select from one of the following:

  • don't Import Duplicate Records

    If the main object of the Import Activity is an account or a legal entity object, then the rows that are matched to existing records aren't imported. These duplicates records are reported in the Exception and Error reports.

    If the Customer Data Management objects are components of another object and one or more matches are found, then the existing duplicate records are evaluated to determine the most recent record. The most recent record will be associated with the main object being imported.

  • Import Duplicate Records

    The Customer Data Management objects will be imported even if matched records exist.

  • Import Duplicate Records and Create Resolution Request

    The Customer Data Management objects will be imported even if matched records exist. In addition, a duplicate resolution request is created and displayed in the Customer Data Management, Duplicate Resolution work area.

Duplicate Look Back Days

This option applies only to the Lead import object. Only existing leads created within the period determined by the look back days value are evaluated for duplicates based on the attributes selected for duplicate validation in the predefined import mapping. If a duplicate is found, the lead isn't imported and the duplicate record will be reported on the Exception report. Duplicate leads are included in the calculation of the allowable error count threshold.

Execute Groovy Scripts and Workflows

Selecting this option enables import to trigger the execution of Groovy Scripts and Workflows that have been configured for the object being imported. This option is enabled only if your source file has low-volume data records and the object to be imported supports Turbo Import.

After entering your import options, the second step of the import activity process is to map fields in the source file to the corresponding target attributes.

  • Mapping the Fields

  • Saving the Import Mapping

  • Constant Values

Map the Fields

The Map Fields section comprises source file columns and target attribute columns. The source column header value is derived from one of the following:

  • Predefined mapping, if one is selected

  • The source file, if the Header Row Included option is selected in the first step of the import activity definition. This is for Text file type only.

  • Generic values of Column A, Column B, and so on, if the Header Row Included option isn't selected. This is for Text file type only.

  • XML tagging structure. This is for XML file type only.

The source columns are explained in this table.

Source Column Description

Column Header

Represents the column header for Text file types and the tagging structure for XML file types.

Example Value

Values are derived from the first source file saved with the predefined mapping. If you didn't select a predefined mapping, then the example values are taken from the first data row in the source file selected in the first step of the Import Activity definition.

Ignore

Select this option if you don't want to import the source file data in that column.

The target columns are explained in this table.

Target Column Description

Object

The group of import objects that represent the components of the business object being imported.

Attribute

The attribute name that represents the corresponding interface table column for the object.

Save the Import Mapping

The mapping between source file information and target attributes is saved as a reusable mapping when the import activity is saved, using the import activity name and date to derive a mapping name. If you have selected a predefined mapping, then the modifications to an unlocked mapping in the Import Activity updates and saves the import activity to the predefined mapping. If the predefined mapping is locked, then a modified mapping is saved as a new mapping. To specify a mapping name for new mappings, select the Save As option from the Map Fields Actions menu.

Constant Values

Constant values provide a way to specify a value for a target attribute that all imported objects inherit. When you configure a constant value, the value set for a target attribute is at the record level. For example, if a source file doesn't contain a column for business unit and all of the objects in the file belong to the same business unit, then enter a constant value for the object and business unit attribute. Each imported record has the specified attribute set to the constant value. The Constant value takes precedence over any values mapped or ignored in the Map Fields section. This value applies to all import file types.

You need to know the different import activity statuses when you import data from a file using the Manage File Import Activities task.

The import activity statuses are listed and described in this table.

Status Description

Queued for import

The import request is queued for processing.

Preparing data for import

The data is being staged to be imported.

Importing data

The data is being validated and imported.

Importing attachments

The attachments are stored in the file repository. This step is displayed only if the import object supports the import of file attachments.

Completing import activity

The cleanup tasks, such as the generation of log files, are in progress.

Completed

All records were processed and loaded into the application tables.

Completed with errors

The import activity found errors in the data file that you must correct. You can view details about the errors by clicking the status link.

Completed with warnings

The import activity found warnings (but no errors) in the data file. You can view details about the warnings by clicking the status link.

Unsuccessful

The import activity encountered system error and the import is unsuccessful.

Overview of Contract Import

You might have existing business contracts and want to continue to use them as part of the Oracle Contracts terms library. You can import contract data from an external data source into Sales and B2B Service using the File-Based Data Import feature.

Use the contract business object to store information about the contract such as the terms and conditions of a legally binding or valid agreement between two or more entities in which there is an offer and an acceptance of that offer.

Consider this when importing your data:

  • How does your legacy or source system store and represent the contract information when compared to Sales and B2B Service?

  • Do you have to configure values in Sales and B2B Service to map your existing data to the Contract import object?

  • Do you have to extend Sales and B2B Service to add attributes?

  • What import features are available to import your business data?

  • How do I verify my imported data?

How Business Objects Are Structured

You must understand how your contract data corresponds with the data in Sales and B2B Service to map your legacy data to the data in Sales and B2B Service.

One table stores the contract definition or header information and another table optionally stores line details for that contract. A contract line is an entitlement to a specific valuable consideration with its own terms and conditions, which businesses offer to their customers as part of a contract. You can associate one or many contract lines to a contract.

How Business Object Attributes are Structured

Each import object is a collection of attributes that help to map your data to the Oracle Applications data and to support one-to-many relationships between the structural components of a contract.

You must know the attribute details of the import objects so that you can prepare your import data. You can use the import reference guide (File-Based Data Import for Engagement) files that contain:

  • Attribute descriptions

  • Values that populate attributes by default when you don't provide values

  • Validation information for each attribute

The validation information includes the navigation path to the task where you can define values in Oracle Application Cloud. For example, if you have values in your data that correlate to a choice list in Oracle Application Cloud, then the validation information provides the task name where you can define your values. For additional information, such as a list of reference guide file names and locations, see the topic How Contract Import Objects Work Together.

Note: You can use the keywords importing contracts to search for related topics in Applications Help.

Configurable Attributes

Here is how you can configure the objects to import your legacy or source data:

  • Use the Application Composer to design your object model extensions and to generate the required artifacts to register your extensions.

  • Make the artifacts available for importing the object.

You can map these configurable attributes to your source file data. You can use the same source file to import both the configurable attributes and the standard import object attributes.

How You Import Accounts Using File-Based Data Import

You must first prepare a source data file to import contracts. The source file can be either an XML file or a text file, such as a CSV files.

You use the file import process to:

  1. Read the data in your source file.

  2. Populate the interface tables according to your mapping.

  3. Import the data into the application destination tables.

The Define File Import Setup and Maintenance task list includes the tasks required to:

  • Configure the import objects

  • Create source-file mappings

  • Schedule the import activities

You can also access these tasks from the Data Import and Export functional area of the Sales offering. You submit file import activities for each import object. When you're creating a new contract, you use the Contract object to import your data. You must have the Customer Relationship Management Application Administrator job role to access and submit the import activities for contracts.

Alternatively, you ensure that the user's job role includes these privileges:

  • Run File Import Scheduler (functional security privilege)

  • View Contract Import Data (data security privilege)

You either add these privileges to a job role for which you want to enable Contract import, or use one of these prepackaged job roles, which include these privileges:

  • ORA_OKC_CUSTOMER_CONTRACT_ADMINISTRATOR_JOB

  • ORA_OKC_SUPPLIER_CONTRACT_MANAGER_JOB

  • ORA_OKC_ENTERPRISE_CONTRACT_ADMINISTRATOR_JOB

  • ORA_OKC_SUPPLIER_CONTRACT_ADMINISTRATOR_JOB

  • ORA_OKC_CUSTOMER_CONTRACT_TEAM_MEMBER_ABSTRACT

  • ORA_OKC_ENTERPRISE_CONTRACT_TEAM_MEMBER_ABSTRACT

  • ORA_OKC_SUPPLIER_CONTRACT_TEAM_MEMBER_ABSTRACT

  • ORA_OKC_ENTERPRISE_CONTRACT_MANAGER_JOB

  • ORA_OKC_CUSTOMER_CONTRACT_MANAGER_JOB

How You Verify Your Imported Data

You can use the File Import activity reports to verify imported data. Alternatively, you can also navigate to the Contracts work area to view the contract information that you have imported.

How Contract Import Objects Work Together

You use the Contract import object to import contracts and objects related to the account. This topic describes the Contract import object and introduces:

  • Target objects

  • Target import object attributes

  • Target import object attribute reference guide files used for evaluating and mapping source file data

Overview of Contract Target Import Objects

Use the Contract import object to import basic contract information and party information about the customer or supplier, the contract organization and party contacts. The Contract target import object organizes the individual attributes of the contract and party information. To map the source data in your import file to the target attributes in Oracle Applications, you must understand the target object and the attributes that are included in the target object.

The target import object in the Contract import object contains information about the contract and information about the parties. The party information includes the customer or supplier organization, a person who's a consumer or supplier, and a person who's a contact of the customer or supplier. The Contract Import objects consist of basic information about the contact, line information, party information, and contact information. This figure provides information about the common contract import objects.

Contract information, line information, party information,
contact information in blocks.

A single contract includes specific information about the products that you can exchange between the customer or supplier and the organization that owns the contract. The contract can include one or more goods or services. The Contract target object includes the attributes that are required to import this information. If the customer or supplier is an organization and an existing party, then you can associate the customer or supplier with the contract by using the Contract target object.

Contract Target Import Object Attributes

Compare attributes that you want to import with the available target object attributes and their valid values. Use a reference file to evaluate your source data and CX Sales and B2B Service attributes for mapping and validation. See the File-Based Data Import for CX Sales and B2B Service guide (https://docs.oracle.com/en/cloud/saas/sales/20a/oefbs/index.html). See the topic for your import object, which includes links to reference files for target import objects. A reference guide file includes:

  • Attribute descriptions

  • Default values

  • Validations for the attributes Review the validation for each attribute to know if you need to do any setup tasks.

Define and Manage Import Mappings

You must define a mapping between your source data and a combination of the target object and target object attributes to import your source file data. To define and manage import mappings, do one of these:

  1. Predefine the mappings in the Setup and Maintenance work area:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Mappings

  2. Define the mapping when creating an import activity in the Setup and Maintenance work area:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Activities

Reference Files for Contract Target Import Objects

To access reference files for this object's target import objects, see the File-Based Data Import for CX Sales and B2B Service guide (https://docs.oracle.com/en/cloud/saas/sales/20a/oefbs/index.html). See the topic for your import object, which includes links to reference files for target import objects.

Here is a list of reference files and their target import objects.

Target Import Object Description Reference Guide File Name

Contract

Contract and party information

OKC_IMP_CONTRACT_HEADERS_Reference

File-Based Import and Export Overview

You can use Oracle's import and export tools to import and export a wide range of application data. For example, you can import records for sales business objects into the applications so that you don't have to create the records in the UI.

For more information, see the related links.

File-Based Data Import: Highlights

You can import application data from external sources into Oracle CX Sales and B2B Service by using the Define File-Based Data Import group of tasks available from the Setup and Maintenance work area. The primary source of documentation on file-based data import is the Oracle CX Understanding File-Based Data Import and Export for CX Sales and B2B Service guide available on the Oracle Help Center. See the related topics for a link to this guide.

Oracle CX Understanding File-Based Data Import and Export for CX Sales and B2B Service

The Oracle CX Understanding File-Based Data Import and Export for CX Sales and B2B Service Guide is a collection of topics that helps you in using file-based data import by providing:

How File-Based Data Import Works

The Define File Import group of tasks relies on integration with different architecture components, such as interface tables and application base tables. This topic provides an overview of these components to help you understand the import process and the different import activity statuses.

The following figure provides an overview of the major application components used when you import data from a file. These components include:

  • Import object

  • Import mapping

  • Import activity

  • File repository

  • Application Composer

  • Interface tables

  • Base tables

You select the import object during setup. The import mapping is used in the import mapping step. The import file you upload is stored in a file repository. The additional attributes that you create in the Application Composer are stored in a separate extensions repository and are available for import and in the import mapping.

File-based data import overview showing how the
different components relate.
Note: If you change the NLS_LANG and the DATE_FORMAT environment variables, you must restart the Oracle Fusion applications.

Import Objects, Import Mapping, and Import Activity

When you create an import activity, the import objects you select are provided by Oracle. You manage these import objects using the Manage File Import Objects task.

Note: Avoid concurrent submission of File Import jobs for the same import object. Concurrent submission of multiple import jobs with same content results in creation of duplicate object records.

When you create an import activity, you must specify a mapping of the fields in your file to the attributes of the import object. You can create the mapping while creating an import activity or separately using the Manage File Import Mappings task. The mapping is stored and managed as a separate object.

File Repository

The text or XML data file that you upload during import is stored in a file repository. If you upload any attachments, they're also stored in the same repository.

Application Composer Extensions

When you create additional attributes for data import using the Application Composer, the extensions are stored in a separate repository and are available for import and export.

Interface Tables

The import activity populates the application interface tables with your data.

Base Tables

The import activity loads your data into the base tables to complete the import.

Use Predefined Templates to Import Data

You can use predefined templates to import data using file-based data import. To import data using the predefined templates, you must:

  • Download the import templates

  • Understand the import templates

  • Adapt the import templates to your needs

Download Import Templates

CX Sales and B2B Service provides templates to help you import data using File-Based Data Import tool. The templates are spreadsheets that include the commonly used fields, in addition to the required fields. Every import object could have one or more templates associated with itself. This table lists the objects and the templates for the object. Predefined mappings are highlighted in bold.

Import Object Template Description

Account

Data Cloud Account Import - Advanced

Predefined mapping to import files generated from Data Cloud and Insight service into CX Sales and B2B Service for account enrichment.

Account

Account Create and Update Predefined Mapping

This mapping lets the user create or update accounts with the most basic information.

Account

Quick Create Account Predefined Mapping

Predefined mapping to create Accounts with basic information. This mapping can't be used to update any attribute other than those mapped to the Account object.

Account

Account Address Create and Update Predefined Mapping

This mapping lets the user create or update multiple addresses for existing accounts.

Account

Account Relationship Create and Update Predefined Mapping

This mapping lets users associate an account with one or multiple contacts.

Activity

Activity Predefined Mapping - Import Task

Template to import activity predefined mapping (Import Task)

Activity

Activity Predefined Mapping - Import Appointment

Template to import activity predefined mapping (Import Appointment)

Contact

Data Cloud Contact Import - Advanced

Predefined mapping to import files generated from Data Cloud and Insight service into CX Sales and B2B Service for contact enrichment.

Contact

Contact Create and Update Predefined Mapping

This mapping lets the user create or update contacts with the most basic information. Additionally, this template can be used to associate individual contacts with existing accounts.

Contact

Quick Create Contact Predefined Mapping

Predefined mapping to create Contacts with basic information. This mapping can't be used to update any attribute other than the ones mapped to the Contact object. Use Original System and Original System Reference fields to establish the relationship between Contacts and Accounts.

Contract

Hierarchical Predefined Mapping-Contract Header, Parties and Contacts

Template to map hierarchical objects

Contract

Contract Predefined Mapping-Contract Header, Primary Party and Contacts

Template to map contract objects

Customer Sales Team

Sales Account Resource Team Seeded Mapping

Template to import sales account resource team

Customer hierarchy

Customer Hierarchy Create Predefined Mapping

This template is used to create a customer hierarchy. Customers who are part of this hierarchy should be created first using the "Create or update account" template.

Customer hierarchy member

Customer Hierarchy Member Create Predefined Mapping

This template can be used to add customers (nodes) to an existing customer hierarchy (tree).

Employee Resource

Employee Resource Seeded Mapping - Comprehensive

Template to import Employee Resource with role, resource organization and hierarchy information

Lead

Lead Predefined Mapping Import Leads

Template to import Leads with contact and company information.

Lead

Lead Predefined Mapping - Import Leads with Qualification information

Template to import Leads with contact and qualification information.

Note

Note Predefined Mapping - Default required Set with identifiers

Template to import Note -Default required Set with identifiers

Note

Note Predefined Mapping - Default required Set with original system reference

Template to import Note - Default required Set with original system reference

Opportunity

Opportunity Predefined Mapping - Opportunity Resource

Template to import Opportunity Resource

Opportunity

Opportunity Predefined Mapping - All related objects

Template to import Opportunity with all related objects.

Opportunity

Opportunity Predefined Mapping - Opportunity Resource Revenue

Template to import Opportunity Resource and Revenue.

Partner

Oracle Fusion Hierarchical File Import Map for Partner - Includes Child objects

Template to import Partners including child objects.

Partner

Oracle Fusion Hierarchical File Import Map for Partner

Template to hierarchically import partners with minimum attributes

Partner

Oracle Fusion File Import Map for Partner Update

Template to import updates to partners

Partner

Oracle Fusion File Import Map for Partner

Template to import partners with minimum attributes

Partner Contact

Oracle Fusion File Import Map for Partner Contacts

Template to import partner contacts

Partner Program Enrollments

Oracle Fusion File Import Map for Enrollment Update

Template to import updates to enrollment

Partner Program Enrollments

Oracle Fusion File Import Map for Enrollment

Template to import enrollments with minimum attributes

Product Group

Product Group Predefined Mapping - Product Group Header and Child Entities

Template to import product groups, items related to product groups and product group relationships used to define a hierarchy.

Quota

Quota Predefined Mapping - Territory and Resource Quotas

Template to import Territory and Resource Quotas

Sales Promotion

Sales Promotion Predefined Mapping - Header and Coupons

Template to import promotions and coupons associated with promotions.

Territory

Territory Import Seeded Map

Template to import territory

Territory Geographies

Territory Geographies Import Mapping

Template to migration import territory geographies

Territory Geographies

Territory Geographies Incremental Import Mapping

Template to import territory geographies incrementally

To download an import template:

  1. In the Setup and Maintenance work area, navigate to:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Mappings

  2. In the Manage File Import Mappings page, select the object for which you need the template (such as Account) from the Object drop-down list.

  3. Select the Seeded option.

  4. Click Search.

  5. Click the template you want to download from the search results. The Edit Import Mapping page is displayed.

  6. In the Edit Import Mapping page, click Download Template.

  7. Save the .csv file to a location on your desktop.

Understand the Import Templates

You must understand the columns in the import templates to populate the templates with the correct data. To update existing records, your source file must include the attributes that enable the import process to identify these records. These values are source system and source system reference value combination, internal ID, or public unique identifiers, such as business keys or external IDs. When the source of your data isn't an external system and you don't intend to regularly update the data, you don't need the source system information.

Note: Oracle recommends that you include the source system information, as requirements change over time.

Copy and Modify a Predefined Mapping

The template file includes a header row with columns that map to the attributes for the objects. You can use the mapping that's used to download the template and also to map columns to attributes during import. The columns are arranged in the same order as the mapping in CX Sales and B2B Service. You can add additional attributes to the file by adding them after the last column. In case you add additional attributes, you must copy and modify the predefined mapping to create a user-defined mapping that includes these additional attributes. To copy and modify a predefined mapping:

  1. In the Setup and Maintenance work area, navigate to:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Mappings

  2. In the Manage File Import Mappings page, select the object for which you need the template (such as Account) from the Object drop-down list.

  3. Select the Seeded option. Click Search.

  4. Click the template you want to copy or modify from the search results. The Edit Import Mapping page is displayed.

  5. In the Edit Import Mapping page, click Copy Mapping.

  6. The target object attributes can be edited. You can also add attributes to the object by clicking the Create icon.

  7. Click Save to save the modified template file.

Note: Perform these steps to view the Language Independent Code of the target attributes:
  1. In the Setup and Maintenance work area, navigate to:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. In the Administrator Profile Values page, search for the profile option ZCA_IMPORT_ENABLE_LIC_COLUMN.

  3. Set the Profile Value to TRUE.

  4. In the Edit Import Mapping page, select Language Independent Code from the View menu.

Adapt the Import Templates

You may want to add additional attributes to your files to import additional information for your import data. You can review all available attributes for your import object in a reference file located in File-Based Data Import for CX Sales and B2B Service guide available on the Help Center (https://docs.oracle.com/en/cloud/saas/sales/20a/oefbs/index.html). Review the reference file to explore other attributes that are available for import and the possible prerequisite steps for those attributes.

The reference file includes the following information:

  • All attributes available for your import object.

  • The attribute descriptions, including the user interface display name for the attribute if the attribute is displayed on the user interface.

  • The data type, length, and validation logic, including the task or work area where you can view or define valid values before importing data.

  • The logic for default values, if values aren't provided in your source file.

Select the Import Template

To select the template that you downloaded during the import process:

  1. In the Setup and Maintenance work area, navigate to:

    • Offering: Sales

    • Functional Area: Data Import and Export

    • Task: Manage File Import Activities

  2. In the Manage Import Activities page, click the Create icon.

  3. In the Create Import Activity page, provide the import name and object to import. Provide the file type, select Header row included and Seeded options.

  4. From the Import Mapping drop-down list, select one of the predefined templates

  5. Click Next to view the mapping and schedule the activation of import process.

File-Based Data Import FAQs

A single import object can have multiple associated components that are considered objects by themselves. Whether or not an associated object can be grouped as a component of another object for the purpose of file import is determined by the complexity of the object structure and how the object is stored in the data model. Sales and B2B Service provides import objects predefined to meet the file processing import requirements. Consequently, in some cases, more than one source file may be required to capture all associated components of an object.

The Import Activity will not stop the currently running process. However, it will cause the next scheduled process plus any future repeating file import activities not to start. You can always activate the process at a later stage.

File-based data import enables you to record consumers and organization contacts in a marketing list when importing consumer, lead, and response import objects. Select an existing list or create a new one. A marketing list is assigned the list type value of Imported if created while defining an import activity. After the objects are imported successfully, the consumers and contacts are added as members of the marketing list.

Bulk Export

You can extract large volumes of data using bulk export. You can either extract a full set of records for an object, or perform incremental extracts. For example, you can extract complete set of account data or extract updated set of records every week. Bulk export creates comma separated or tab delimited files, which are attached to the export process.

Bulk data export process flow

You use bulk data export to export data, by leveraging export maps. To export files using bulk export, you create a process definition, map files for full and incremental extract processes, and then schedule the data export process.

Bulk Data Export Process Components

This image shows the bulk data export process components comprising the process name, export process ID, and the export map ID.

Bulk export process components

Bulk data export process includes these three components:

  • Process name: A name for the export process that lets you easily refer the export process rather than using the computer generated ID such as 100000019897192.

  • Export process ID: A unique, application generated identifier for the export process definition for the export process. The process ID ties the export map with its export objects, filters, and the export schedule.

  • Export map ID: A unique identifier for the export map. You can reuse the export map in different process definitions. For example, you create a process definition to export all the data from the Customer export object. You can then reuse that export map and apply a new filter on the data to create an incremental export, such as data accrued since the last export date.

You can extract large volumes of data using bulk export. You can either extract full set or records for an object, or perform incremental extracts. Bulk export creates comma separated or tab delimited files, which are attached to the export process after exporting the data.

To perform bulk data export:

  1. Create the export process definition. The export process definition is made up of the export map and the processing schedule.

  2. In the export map of the export process definition:

    1. Select attributes for the export

    2. Filter data for the export

  3. Schedule the export job.

  4. Activate the export job.

Define Bulk Export

After defining the mapping files, you create an export process to export an object's data using the mapping files created.

To define a bulk export process:

  1. Navigate to the following in the Setup and Maintenance work area:

    • Offerings: Sales

    • Functional Area: Data Import and Export

    • Task: Schedule Export Processes

  2. Select Create from the Actions menu to view the Create Export Process Definition: Enter Basic Information page.

  3. Enter basic information about the export process, such as name and export map.

  4. Click Next to view the Create Export Process Definition: Configure Export Objects page.

    In this page, you define the export object you want to export and the mapping you want use for the export process.

  5. Optionally, you can enter a name for the mapping if you would like to reuse this mapping for other export processes. An object's mapping file determines what data is exported every time an object is exported. You can have multiple mapping files for an export object for various object details you want to export.

    Note: The export mapping is optional. You don't need to select an existing mapping to perform an export.
  6. Select Create from the Actions menu to view the Manage Export Objects dialog box.

  7. Select objects from the Available Objects list and move them to the Selected Objects list and click Done.

  8. Define the attributes you want to export in the Detail region of the page. You can define:

    • Attributes you want to export. Select Enabled for the attributes you want to export.

    • Header text of the attributes. Edit the header text in the Header text column. This value is used as the column header in the files generated by the export process

  9. Define the filters to determine the data you want to export by clicking the button in the Edit Filter Criteria column.

    Note: For the incremental extracts, you can create filters using time stamps to determine which rows to export.
  10. Click Next to view Create Export Process Definition: Create Schedule page.

  11. Select if you want to run the export process immediately or at a later time. Two types of scheduled exports are supported:

    1. Incremental Export

    2. Normal Export

  12. Click Next to view the Create Export Process Definition: Review page.

  13. Review the export process details and click Activate.

After each export process executes and completes, a comma or tab delimited data file is created and stored as an attachment to the data export process. If the number of records matching the view criteria exceeds one million records, or if the generated export file size exceeds 100 MB, then the data export process generates multiple files. The generated export files are numbered using the extension "_NNN" starting at "_001".

You can also use web services to schedule and start an export process. In this case, you can use the getAttachment web service to download the data file.

Data Export FAQs

Review the requirements for the data to be exported and determine the source view objects that hold the attributes you want.

Full sets of data aren't always required for export. To create a subset of data, use filter criteria to determine the time frame or scope of data, based on values of the attributes. To find activities for a specific date range, for example 1/1/11 through 3/31/11, navigate to the Export Objects Detail Sub Page and click the filter icon. Fill in the filter criteria dialog for the project start dates to select the data to be exported. You run the export by navigating to the following in the Setup and Maintenance work area:

  • Offerings: Sales

  • Functional Area: Data Import and Export

  • Task: Schedule Export Processes

You can view the Schedule Export Processes, Overview page to see the History subpage. The column Exported Data File shows a hyperlink to your output file This file will be a comma separated variable or a tab delimited file. Click that link to open the file and see the exported data.

Changing the sequence number changes the order of the attributes in the exported data file. Changing the header text enables you to give a more intuitive meaning to the attribute and the associated data.

Select as many view objects as required for the export process. Select the individual attributes required from every export object.