Bulk Import Correspondence Documents

Owned by Former user (Deleted)
Last updated: Dec 16, 2024 by Rebecca David
6 min read

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.

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.

  1. Select 'Import a Correspondence Register' from the Utilities Menu.

  1. The wizard utility opens allowing you to first import your Excel file and then import your attachments to those forms

  1. Download the correspondence import template.

  1. The import template will download to your computer.  Open it in Excel.

Fill in the Excel Template

  1. 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. 

  1. 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.

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.

 

User fields inside List table cannot be updated from correspondence import

Cumulative text user fields cannot be update from correspondence import

File Attachments

  1. Add the file attachment names to Column J of the import template. If you wish to add multiple files, separate them with a comma.

If you do not have any file attachments, just leave the cells in Columns J blank on the template.

  1. Please ensure your populated template conforms to Items 2 to 6 in the below snapshot. 

Import Excel File

Import Excel Tab

  1. When ready drag and drop or select your file for importing.

  2. Click on Next.

Attachments Tab

  1. The following screen will be displayed:

  1. Drag and drop or select your files to be uploaded as attachments.

  2. Tick the checkbox for Unzip zip files if required.

  3. Click Next.

Summary Tab

  1. Review the summary table to ensure the data is correct.

  2. The summary tab outlines if the data is correct. The summary screen is designed to clearly display a summary all inclusions and statuses of import progress.

  1. Issues with file attachments are highlighted red.

  1. The status column indicates which rows will be imported and which will be skipped due to missing information or errors.

  1. Show only non-importable rows 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.

  1. If you want to rectify the errors simply click back to go back to the import file upload part, modify your excel file accordingly and follow the steps from Import Excel File.

  2. When you're ready, click 'Import'

Import Log Tab

  1. While the files are being uploaded the following screen will display.

  2. You can close this window at any time without interrupting the process.

  1. When the process if complete click on Done.

  2. The import will be noted on the bottom on each form that you imported. It is also logged in the forms audit trail.

Importing and Populating Budget Link User Fields

We have added functionality to support the importing and automatic population of Budget Link user fields through the correspondence import feature.

  1. Budget Link Value Format:

    • Users must define the budget link value in the Excel cell as follows:

      • BGT#0044 - 001.001.002 (where {reference} is the budget number and {itemNumber} is the line item).

      • Example: BGT#0044 - 001.001.002 represents the budget and specific line item.

  2. Automatic Matching and Population:

    • During import, the system will automatically match the specified budget and line item with the existing budget lines.

    • If a match is found, the Budget Link user field will be populated accordingly.

  3. Handling Non-Existent Budget Lines:

    • If the specified budget or line item does not exist, the system will skip the entry without populating the field.