The Bulk Import Correspondence Utility allows you to import multiple correspondence forms into RIB CX.
This utility will:
- Supply you with a Microsoft Excel Template which contains details about the format required for a successful import of correspondence form types.
- Describe the steps and key consideration for a successful import.
- Provide you with a preview of the import file before you elect to commit it to your RIB CX project.
- Provide a facility that allows you to attach files to the correspondence forms you wish to create.
| Warning |
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| The ability to import multiple correspondence forms is a powerful function. In the event that an erroneous import is committed to your RIB CX project and you wish to have it corrected by RIB, this rectification activity will typically incur a charge. |
How to Import a Correspondence Register
1. Click on the COG icon (Project Tools Wheel).
2. Click Utilities.
3. Select 'Import a Correspondence Register' from the Utilities Menu.
Wizard Format : This utility follows our standard wizard format, allowing you to first import your Excel file and then import your attachments to those forms
4. Download the correspondence import template.
5. The import template will download to your computer. Open it in Excel.
Fill in the Excel Template
6. Click in row 2 of each column.
A. Text will be displayed explaining what to enter.
B. Column L is for you to add additional columns for user fields. Enter the user field code as a column heading.
7. Columns explained:
| Column A: File Number (Can be left blank) | Add the reference number you wish to show on the defect. If you leave this blank RIB CX will assign the next number in the sequence for your defect. |
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| Column B: Document Type eg (DEF) | As the Defects form contains user fields, change the title of this column to Defect form code DEF. |
| Column C: Status | Add the status for the defect. If these are all new defects the status should be set as FOR REVIEW. |
| Column D: Issue Date | Add the date you want displayed on the Defect. If you leave this blank it will take the date of import. |
| Column E: Due Date | Add the date the defect is due. If you leave this blank it will be set as the default |
| Column F: Originator | Add the user id of the person who originated the defect e.g. MC-MC |
| Column G: Action Person | Add the action person's user id. As the Defect is addressed via a distribution rule to support the workflow, the action person should be set to match. |
| Column H: For Information Users | Not required |
| Column I: Document Title | Add a title for the defect |
| Column J: File Attachments | Add the file name of any document or photo you wish to attach. The file name must be exactly the same as the file you will upload to ensure that it is added to the defect. If no attachments leave blank. |
| Column K: Responses | Not required. Can be left blank. |
| Column L onwards: User Field | Columns from L onwards are used to add the user field data to the form. The title of each column must be set to user field code for which you will be adding data. |
| Note |
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User fields inside List table cannot be updated from correspondence import Attachment list user field cannot be update from correspondence import |
8. Populate a test row and save the file to a directory.
9. To ensure that your populated import template will be successfully imported, please review the instructions on the spreadsheet and on this page.
10. Please ensure your populated template conforms to Items 2 to 6 in the below snapshot.
11. Item 7 in the below snapshot is where you browse and select your test import file.
12. If you wish to have file attachments on your imported correspondence forms you will need to complete Item 8 on the Import a Correspondence Register screen.
File Attachments
13. Add the file attachment names to Column J of the import template. If you wish to add multiple files, separate them with a comma.
| Note |
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| If you do not have any file attachments, just leave the cells in Columns J blank on the template. |
Press Next to follow along with the wizard
14. Attachments tab : You will now need to add the paths to your file attachments. To do this click o n the Add Attachments button.
15. The following screen will be displayed:
16. After browsing for your files the screen should look like the following screen shot. When you have added all of your files click on the “Next” button.
Import Summary
17. Summary tab : The wizard will navigate to the summary tab :
a) The summary screen is designed to clearly display a summary all inclusions and statuses of import progress.
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b) Issues in the Excel file are highlighted in red, providing clear visual cues for necessary corrections.
c) Import Status Column: This column indicates which rows will be imported and which will be skipped due to missing information or errors. If you want to rectify the errors simply click back to go back to the import file upload part.
d) Filter Toggle: This toggle allows you to quickly filter the summary table to show only the rows that will be skipped, so you can easily resolve them in your Excel file.
18. When you're ready, click 'Import'
19. While the files are being uploaded the following screen will display. You can close this window at any time without interrupting the process.
20. Check your CX register to see if imported form appears there. It will also mention it in the form's audit trail.
| Info |
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| When you access the correspondence register (or search for them), you will notice it sorted by reference number (lowest to highest) |
Upload the Populated Spreadsheet
181. If you would like the imported forms to show on the action user's hotlist ensure you have the first tick box at Item 8 checked.
| Note |
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| Users who have been added as INFO collaborators will not receive to do list or email notifications from RIB CX when completing a correspondence register import. The only way they will know that they have been added to a correspondence document is via searching, somebody else updating the document or via their hotlist. |
192. If you want to send a notification to the action user ensure the second tick box is checked at Item 8.
203. The last step is to run the upload. By clicking on the Upload button, you will receive a preview of the file to be imported and any errors will be displayed.
214. In the event that no errors are being presented in your preview, click the “Continue” button. This will execute the import into your RIB CX projectCX project. When complete you will receive the following message:
225. Check your RIB CX project CX project to see the documents that have been created.
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