Creating the Excel File for Bulk Creating BP Records

When you use Bulk Create or Bulk Update, you start by exporting the BP design structure to a Microsoft Excel or CSV file and then populating the required fields. If you leave a Data Picker Data Element (DE) field blank that is configured to Auto Populate, the system completes the field when you run a Bulk Create; however, it does not complete the field when you run a Bulk Update. To reduce confusion and maintain consistency for both Bulk Create and Bulk Update, the system uses the Excel or CSV file to populate the Data Picker field if the field is excluded from the Integration Form for the BP design.

You must have Allow Bulk Creation permission to complete this task.

To bulk create business process records across projects/shells in the Excel spreadsheet:

1. Select the Home () tab.
2. In the left Navigator, select Master Log - Business Processes, and select a specific business process.
   • Simple BPs such as Action items, Project Note, and Field Observations
   • Generic Line Item BPs such as Daily Reports, Warranty
   • Generic Cost BPs (Line item with CBS Code, Line item with Fund Code, Line item with CBS and Fund Code, and Line item with CBS and WBS Code)
   • Transfer Cost BPs ( Line item with CBS Code, Line item with Fund Code, Line item with CBS and Fund Code, and Line item with CBS and WBS Code)
   • Base Commit (Line item with CBS Code - Create SOV of General Spends and Payment Applications)
   • Change Commit BPs (Line item with CBS Code - Update SOV of General Spends and Payment Applications)
   • General Spends (Invoices)
3. Open the Business Process log in the right pane. For example, open the Action Item BP log.
4. Download a Shell Details Excel file to identify the projects/shells that will contain the new BP records you plan to create:
   1. From the toolbar, select Actions, select Download, and then select Shell Details.

      Note:

      If the Integration form is not defined for your business process, the Actions menu will not display additional options such as Download and Import.
   2. Download and open the ShellDetails.xlsx file.

      For more information on the file contents, see Microsoft Excel File Format of Shell Details File.

      Note:

      The ShellDetails.xlsx file contains a list of all active projects/shells you can use to create BPs across projects/shells.
5. Download the template for creating BP records:
   1. From the toolbar, select Actions, select Download, and then select Template for Record Creation.
   2. Locate the downloaded file.
6. Open the downloaded <Selected BP Log Name>_bulkcreate.xlsx file. For example, open the ActionItem_Bulkcreate.xlsx file.

   For more information on the downloaded file format, see Microsoft Excel File Format for Bulk Creating BP Records in the Master Log.

7. Add BP records in the Excel file as follows:
   1. In the Main Form tab of the Excel file, enter the details of each BP record.

      Note:

      The combination of the Shell Number and Record Sequence Number must be unique for each BP record.
   2. (Optional) To add line items to a BP record:
      1. Select the Line Item tab or any additional tab that may display based on the BP design in the Excel file.
      2. Copy the Shell Number and Record Sequence Number values from the Main Form Tab.

         To add multiple line items to the same BP record, use the same combination of Shell Number and Record Sequence Number, but with sequential values in the Line No. field.

      3. In the Line No. field, enter a sequence number for each line item.
      4. Enter details for each line item.
   3. Repeat the previous step as needed to add multiple line items to the same BP record.
8. Repeat previous step to add BP records in multiple projects/shells.
   • Use the unique combination of the Shell Number and Record Sequence Number specified in the Main Form tab in all subsequent tabs.
   • If you rename any tabs with line items, the data in those tabs will not be processed.
9. Save the Excel file (.xlsx or .xlsm).
10. Import the data created in the Excel spreadsheet into Unifier.

    See Importing the Excel File for Bulk Creating BP Records.