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Importing document data via Excel

Modified on Thu, 08 Jun 2023 at 03:46 PM

Aico can interact with Excel in several ways.

This article shows how data is imported from Excel, either to create a new document from scratch, or to import data from Excel once a document has been created.

Creating the document

Aico mappings in the Excel sheet

Creating the document

If you are creating a document from scratch, select:

1. Actions  

2. Import document

Select the Excel file to be imported from the import from template pop-up and press import.

If you have already created the document then you can press the Import from Excel button from within the document and again select your Excel to be imported, as shown below:  

There are a few things to be aware of:

  • You cannot import data into headers or rows that are not editable by the role that you are currently working in. So, if the document is being created and the header is only editable by the Approver 1, you will not be able to upload data into that field even if it is correctly mapped in the Excel.
  • You cannot upload data into any header or rows where a formula is set
  • You cannot upload data into headers that are automatically set by Aico. For example, Workflow Status, Creator, Created At, Approver etc.

For all of these you will be given a warning and those fields will be ignored.

In Aico release 22.2 and earlier:

When you upload the Excel Aico will automatically recalculate any formulas set in the file. You should review this document for some limitations to the capability here.

In Aico release 23.1 by default, we no longer automatically recalculate the Excel formulas but now use the saved values in the Excel. 

There is then a checkbox in the import dialog which you can tick to ask Aico to recalculate the formulas.

Aico mappings in the Excel sheet

The Excel import works based on the Excel Name manager mappings set in the worksheet. The mappings do not need to be created each time. You can simply open a document (empty or filled) and press the export to Excel. All the mappings are automatically included in the file into which you can enter your data and then use as an import.

The below image shows Header Mappings.

The below image shows Row Mappings.

Name Manager can be found under the Formula tab in Excel.

Warning! It is critical to understand that the mappings are driving the import. If you delete and then re-add new row columns without fully understanding the mapping, the document you are trying to create may contain missing information or even error.

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