Modifying the Excel File for Bulk Update

To prepare the file for import, modify the business process (BP) records in the following worksheets of the Microsoft Excel file (.xlsx. or .xls):

  • Main Form worksheet
  • Relevant Line Item worksheets

Ensure that the Excel file adheres to the Microsoft Excel File Format for Bulk Update Export/Import Process.

Main Form Worksheet

For Workflow BPs, modify the records in the Main Form worksheet as follows:

  1. Select a record, and modify the data.
  2. In the Workflow Action field, select one of the following values:
    • Blank: This is the default action for the current workflow step.
    • <Workflow Action Name>: Select the next action to move the BP from the current step in the workflow. For example, select Approve, Approve without Review, or Cancel.

      Note:

      • The list of available actions varies by workflow.
      • Only assignees can perform a bulk update of workflow actions, and only if they have the Bulk Edit permission.
      • If you select records from different workflows for bulk update, the Workflow Action field displays the actions that are available across all workflows.
      • The Assignment Policy that is specified for a workflow is ignored when you perform bulk workflow actions.
  3. Save the Excel file.

Line Items Worksheets

To modify line item records in the relevant Line Items worksheet:

  1. Select a line item record, and modify the data.
  2. In the Action field, select one of the following values:
    • Update: Select this action if you modify field values for existing line items, such as:
      • CBS Codes for in-flight Base Commit or Change Commit line items
      • CBS code values, with the SOV Reference picker, for in-flight General Spends line items. For workflow and non-workflow records, the cost sheet reflects the updated amounts for the CBS code.
      • Commit line item picker (reference picker) values for in-flight Change Commit line items
      • Ref commit picker values in Change Commit line items
      • System data elements (DEs) for referenced unit cost contract line items in Change Commit BPs with SOV Type set to Payment Application: uuu_quantity and Amount, if the Amount field is not a formula
      • Route Base Commit or Change Commit BP records to the next step in the workflow or to the terminal step
      • Work Package picker values in line items of workflow and non-workflow Generic Cost BPs with line items with CBS Code
      • CBS codes of in-flight General Spends line item records

      By default, the line item is not updated when it is set to a blank value.

    • Add: Select this action to:
      • Add line items with CBS codes for in-flight Base Commit records
      • Add the following picker values to new line items in workflow and non-workflow Generic Cost BPs with line items with CBS Code:
        • Work Package picker values
        • BPO picker values
        • BPO Line Item picker values

        Note:

        When you update a Draft version of a non-workflow BP, you must use the Update BP Record REST service to use the Reference BPO Line Item picker. In the Unifier web application, the Reference BPO Line Item picker does not let you select lines to update when a non-workflow BP is in the Draft state.
    • Delete: Select this action to:
      • Delete existing line items of in-flight Base Commit records
      • Delete the following picker values from new line items in workflow and non-workflow Generic Cost BPs with line items with CBS Code:
        • Work Package picker values
        • BPO picker values
        • BPO Line Item picker values

      When you delete a line item, the data elements (DEs) in the Main Form worksheet that receive values from line items are recalculated. Any linked records associated with the deleted line item are removed from the Main Form Linked Records worksheet, attachments associated with the deleted line item are removed, and the audit log is updated accordingly.

  3. Save the Excel file.

When BP records and line items with auto-populate DEs defined from pickers all data pickers, BP picker) are updated through Excel import, the auto-populate DEs from the picker are not updated when the picker value is not included.

Note:

Auto-population is also not triggered if the picker element is in the Main Form of the record and the Excel update includes the same value for the picker.

If a picker in a Detail Form is designed to auto-populate from another picker in the Upper Form, the system auto-populates the DEs from the destination picker when a line item is created only if a value from the source picker exists in the Upper Form.