3.3.2.1.1 Creating Forms Using Excel Upload

Excel Upload Definition Type creates new forms based on the uploaded Excel file that has column names as per the table in the application data source.

While creating forms using Excel Upload, you can also modify the mapping for the attributes. After the new form is approved from the Forms Definition Summary Page, users with the necessary role and permission can perform Data Entry for the records updated by the Excel file.

Note:

Microsoft Office 2016 Standard version as well as Office 365 version are supported.

You can view/modify data in the personal information (PI) columns based on the assigned roles. For more information about the roles, refer to User Role Mapping and Access Rights.

To create forms using Excel Upload:

1. Select Excel Upload in the Create Form Definition page and add the following details.
   • Code - The unique Form code. This value is auto-generated.
   • Name - The Form Name. You can enter between 3 to 100 characters. Only alphabets, numbers, spaces, and underscores are allowed.
   • Description - The Form Definition description. You can enter between 3 to 100 characters. Only alphabets, numbers, spaces, and underscores are allowed
   • Auto Map Entities - Enable this option to to auto map the attributes in the Excel file with the attributes in the Entity Table.

   At any point of time during the form creation, click Save to add the new form to the Form Summary. The form is saved in the Draft format. Click Actions and select Edit, to update the form definition.
2. Click Continue to access the File Upload tab.
3. In the File Upload tab, enter the following details:
   • Template Name and Description for the excel template.
   • Click Drag and Drop and select the excel file to update the required table.

     Note:

     You can also drag and drop the required excel file to the Drag and Drop area.

     The excel file is uploaded and a confirmation box is displayed, and the Mapped Entities Tab is displayed.

4. After entering the File Upload information, click Continue to access the Mapped Entities tab.
5. In the Mapped Entities tab, select the Primary Entity name of the table that needs to be modified.

   Note:

   Only the tables data which can be edited are displayed in the Entity drop-down list.
   If the table has Child tables, the Child tables are displayed in the Mapped Entities tab. You can select the required child tables for which data should be input during data entry.
6. Select Enable Bulk Authorization if you want to enable the bulk authorization of all the records when you edit an approved Form from Data Entry.
7. Enable Auto Approve if you want the Forms Definition to be automatically approved from Forms Definition Summary page and is enabled for data entry.
   Alternatively, you can also get the form approved manually. For manual approval, disable the auto approve option.
   A user with the required role can then perform the data entry without the need for an approval process. For more information, see User Role Mapping and Access Rights.
8. Click Continue, to proceed with the Mapped Attributes tab.
9. Click the drop-down arrow corresponding to the table in the Entity Name.
   The source attributes from the table and the mapped attributes from the Excel file are displayed. If the selected table has Child tables, the Child tables that you select from the Mapped Entities tab are also displayed in the Mapped Attributes tab. You can configure the attributes for the master table and its child tables here.
10. Click the required mapping in the Override Mapping Column and enter the required attribute name if you want to change the default mapping.
11. To activate data security, Select the check box next to the Attribute Name, in the Mapped Attributes Column.
12. Click the Lock icon adjacent to a specific attribute name, to configure a specific data security condition.
    The condition that you configure is applicable when a user performs the data entry for the table records for each approved Forms Definition from the Data Entry Page. For more information, refer Enabling Data Security for New Form Definitions.
13. Click Continue to proceed to the User Security tab.
14. Select the user or user groups who can perform data entry to maintain the data in the table.
    For more information about adding user security, refer to Enabling User Security for New Form Definitions.
15. Click Data Preview to preview the form data.
16. Click Save if you want to save the forms definition in draft format. The form is added to the Form Summary with Draft status.
17. Click Submit if you want to submit the Forms Definition for manual/auto approval.
    For more information refer to Approving and Rejecting New Form Definitions. After approval/auto approval, the form is added to the Form Definition Summary.