Import
Create your portfolios, sites, units, third parties and their contacts, equipment, requirements and invitations from Excel or CSV. Owners and administrators only, opened from the “Import” button of the lists or from “Setting up Vigilo”.
Complete file
To start a base. 1. Download the template, empty or with an example: one sheet per kind of data in import order (portfolios, sites, units, third parties, equipment, requirements, team, third-party contacts), plus “Read me” and “Lists”. Fill in the sheets you need; columns marked * are required; do not rename sheets or headers; a row can refer to a row of a previous sheet (a site to its portfolio, by its code). Grey example rows are refused if you leave them. 2. Choose the file: it is checked, each error is listed with its sheet, row, column and value, and nothing is saved while one remains; a row that names a row refused above points to that row: correct it first. 3. Import: everything is created at once, or nothing.
Fields and buttons
- Empty template
- The Excel starter file: one sheet per kind of data, in import order.
- Template with example
- The same, with grey example rows to replace (left in, they are refused).
- Read me
- Sheet of the file that explains each sheet and each column.
- Lists
- Sheet of the accepted values (roles, types, countries…); the cells concerned offer the list.
- Choose the file
- Checks the file: each error is listed with its sheet, row and column; nothing is saved while one remains.
- Choose the corrected file
- Loads the file again once corrected.
Team sheet and “Calls and review” column
“Team” sheet: one person to invite per row, with their email, role, portfolios and sites (codes or names; empty: the whole organization), access end date (viewer) and invitation language. Invitations go out by email after the import; those that fail can be resent from Settings › Members. An address that is already a member or invited changes nothing, so the file can be imported again. Administrator: only if you are an owner. With the assisted service, the “Calls and review” column of requirements accepts “Calls and review by Vigilo”, “Calls and review by your team” or “As the type” (a file filled with the former “Handled by…” values is still read); empty: unchanged; it also applies to a requirement that already exists.
Fields and buttons
- Team
- One person to invite per row: email, role, scope, end of access, language. The invitations go out after the import.
Third-party contacts
A third party may have several contacts (insurance, health and safety, accounts). “Third-party contacts” tab (or sheet 8 of the complete file): one row per contact, with the third party (name, registration number or reference), the first or last name, the email or phone, the job title, “Receives requests” and “Primary contact” (yes / no), the language. Same rules as on the third party's page: one primary contact per third party, phone in the format of the third party's country. A known contact (same email for that third party, or same name without email) is not created again: its differences are listed and applied with “Update the items already known”. The contact made from the third party's email takes the file's name and job title. An individual's primary contact follows their record: change their name, email or phone in the Third parties sheet.
Fields and buttons
- Primary contact
- Only one per third party: the contact shown first.
- Receives document requests
- Yes: they receive the third party's requests and reminders.
Importing one kind of data
The Portfolios, Sites, Units, Third parties, Equipment, Requirements and Third-party contacts tabs import an Excel or CSV file (2,000 rows, 10 MB, column names on the first row; “Download a template” gives one). 1. File. 2. Columns: map each field to a column, or “Ignore”; for third parties, a default role. “Check” creates nothing. 3. Result: created, already known (same registration number, same name or code, same reference: never duplicated), in error. Rows in error are not imported: fix the file or import the others. A third party already known is not changed: the differing values are listed. “Download the report” keeps the result.
Fields and buttons
- Download a template
- A template file with the columns expected for this kind of data.
- Choose a file
- Excel or CSV, 2,000 rows and 10 MB at most, column names in the first row.
- Ignore
- The file's column is not read for this field.
- Role when the column is empty
- Third parties: the role given when the Role column is empty.
- Check
- Checks each row without creating anything.
- Download the report
- The row-by-row report, to keep or to fix.
CSV files, encoding and columns
A CSV that Excel did not save in UTF-8 is recognized (Windows-1250 for Polish, Czech, Hungarian or Romanian, Windows-1252 for Western Europe…): the encoding read is shown under the file, with the first word that looks misread if one is left. If accented letters look wrong in the preview, choose the original encoding in “File encoding”: the file is read again at once and the matched columns stay. Columns are matched by their name in any of Vigilo's 20 languages, singular or plural; the file's columns that no field uses are listed under the table. A file of third parties corrected and then loaded again whole does not create the third parties already imported again: a row that carries the name and email, or the name and VAT number, of an existing third party is recognized as that third party; a registration number other than its own makes a new third party.
Loading a file again or updating by file
A file can be imported again: a known portfolio (same name or code), site (same code), unit (same site and reference) or equipment (same site and reference) is neither duplicated nor refused; the report lists the values that differ (“in the file”, “in Vigilo”) and changes nothing. Tick “Update the items already known” before checking to apply them: only filled cells replace values, an empty cell keeps the value (to clear one, use the record). Each change is written to the audit log under your name and assignment rules are evaluated again (a new site type can create requirements). A code held by an archived site or unit is refused: restore it first. Third parties are never changed by a file: correct their record. A relationship a known third party already has (same site and type, same unit when the row names one; with a lease or contract reference, the one carrying it, or one without reference unless the file gives another start) is not created again; any other is added. Equipment without a reference or Vigilo id is found by its site, unit, type and name, and is not changed. Without a start date, a relationship starts on the day of the import.
Fields and buttons
- Update the items already known
- Applies the differing values to the rows already known; an empty cell keeps the value. Without this box, the differences are only listed.
Correct your data in Excel
“With your data” downloads the complete file filled with your portfolios, sites, units, third parties (one row per running relationship), equipment, third-party contacts and members, in your language. Correct cells or add rows, then import it with “Update the items already known”: only the changed rows change. The “Vigilo ID” column links each row to its record: do not change it and leave it empty on a new row. Thanks to it, a site without code or equipment without a reference is found again, and a code or a reference can change. Third parties, members and invitations are not changed by the file. Beyond 2,000 rows per sheet or 5,000 in all, spread the rows over several files. Each download is recorded in the audit log.
Fields and buttons
- With your data
- The full file filled with your data, to correct in Excel then import again with “Update the items already known”.
- Vigilo ID
- Column that links the row to its item: do not change it, leave it empty on a new row.
First requests to third parties
If active rules create requirements for the imported data, the report says how many third parties will receive a first request by email, and when. To send nothing yet, turn off automatic reminders (Settings › Automatic reminders) before importing.
Undo an import
“Recent imports” card under the import: the last 10 imports, with their author and result. “Undo this import” (also on the report, right after the import) archives what the import created, as an archive by hand does: requirements closed, reminders stopped, portal links revoked, elements restorable one by one from the “Show archived” filter. Codes and references are released (suffix “~”): the corrected file loads right away. Not undone: updated rows (previous values in each record's history), third parties that already existed (only their relationships created by the import are archived), “Team” sheet invitations and emails already sent. Each import can be undone once, within 30 days.
Fields and buttons
- Recent imports
- The last 10 imports, with their author and their result.
- Undo this import
- Archives what the import created (each can be restored); possible once, within 30 days. Updated rows and emails sent are not undone.
- Keep the import
- Closes the window without undoing anything.