Capture the data in an XLSX file

To process data in XLSX files, you must have a spreadsheet program installed on your computer to process the XLSX files. Google Sheets™ can also be used for the import of data via data capture templates.

The following rules are critical for the successful import of data via XLSX files:

• Do not change the name of the XLSX file.
• The same XLSX file that is exported from Alfabet must be used to capture and import the data to Alfabet.
• If your company's files include the feature to restrict file access via sensitivity labels, set the sensitivity label setting of the XLSX file to Public before you import the file with your data.
• Ensure that the data is correct before importing it. All valid data captured in the XLSX file will overwrite existing data in the database.
• Use the Help tab in the XLSX file to find information about the data required in each column.
• All existing objects based on the selected object class will be exported to the XLSX file and may be changed and reimported. Please note the following:
  • Each exported object constitutes a row in the XLSX file.
  • The first column displays an Operations column. The Operations column must be defined for every row including those that you do not update. If the operation is not defined for a record, the record will be invalid even if no change is made. The following options can be selected:
    • Create: Select to create a new record. Define the new record in an empty row in the XLSX file and define the relevant columns as needed.
    • Update: Select if one or more properties, role types, indicator types, or lifecycle phases shall be modified for the record. Note that data capture templates for object relations and authorized objects do not support the Update operation.
    • Delete: Select if the entire record shall be irrevocably deleted. This should be used in exceptional cases. There is no undo action if an object is deleted from the database.

      In order to delete example data provided with Alfabet, you can export the data capture template for a selected object class or relationship. For each object that should be deleted, select Delete in the Operation column of the XLSX file.

    • No Change: Select if no modification shall be made to the record.

    If the operation is not defined for a record, the record will be invalid even if no change is made to the record.

  • The subsequent columns represent the attributes, indicators, roles, etc. to capture for the object. Depending on the property type to capture, you can enter a value in a cell or select a value in a drop-down list of a cell.
• Do not add additional columns, change the name of columns, or change the format of the data.
• Define all mandatory properties.
• Ensure that start and end dates are correct. An end date may not be before the start date.