Introduction

IMMS maintains a Device/Equipment List with a details record for every System Element (e.g., device) within the System design. 

System Elements can be populated or updated via bulk-data entry using the IMMS Import feature. This document will serve as a guide for the bulk creation or bulk update of System Elements in IMMS.

System Elements Import and Deployed Assets

When importing bulk System Element data, you will use the Import System Elements/Assets form. While bulk Asset imports are typically created/updated via the Import Assets form (see "Assets Import" section), the bulk import of System Elements data may include the creation or update of Assets that are associated with the created/updated System Elements.  

See “Asset Definition” under the Assets and Inventory Management section for more information on the relationship between System Elements and Assets. 

Data File for System Elements Creation

For the bulk creation of System Elements in IMMS, the data to be imported must be contained in a properly formatted CSV file.

System Element and Asset Prefixes

Since a System Elements Import can include System Element information as well as information for any associated Asset, IMMS requires the following naming convention for certain column headers:

Note:

The Action column header does not require a prefix, as the Import action is related to the System Element and the same action will be applied to any imported Asset information.

A Location column header does not require a prefix, as the Location for a listed System Element would automatically apply to any Asset associated with that System Element. The Location field value should be the Location path, with each path segment separated by a backward slash (e.g., “Building A\Floor 2\Room 231”).

Import File Data Columns

The following data columns (i.e., column headers) are required and must be populated for each line when creating System Elements:

• Action (Value will equal “CREATE”.)
• D_Unique ID
• D_Type
• Location 

Optional data columns may include:

Note: Optional data columns may also include one or more columns for Custom Field values, with the column header reflecting the appropriate Custom Field name. 

Creating Assets with a System Elements Import

When creating System Elements via a bulk data import, you can simultaneously create a new Asset if the Asset is associated with a new System Element.

When creating a new Asset, the following data column headers are required:

• A_Make
• A_Model
• Unique Identifier, which will include either or both of the following:
  • A_Serial #
  • A_Owner  +  A_Asset Tag

Data File for System Elements Update

For the bulk update of System Elements in IMMS, the data to be imported must be contained in a properly formatted CSV file.

System Element and Asset Prefixes

Since a System Elements Import can include System Element information as well as information for any associated Asset, IMMS requires the following naming convention for certain column headers:

Note:

The Action column header does not require a prefix, as the Import action is related to the System Element and the same action will be applied to any imported Asset information.

A Location column header does not require a prefix, as the Location for a listed System Element would automatically apply to any Asset associated with that System Element. The Location field value should be the Location path, with each path segment separated by a backward slash (e.g., “Building A\Floor 2\Room 231”).

Import File Data Columns

The following data columns (i.e., column headers) are required and must be populated for each line when updating a System Elements via bulk data import.

• Action (field value will equal “UPDATE”)
• D_UUID if updating D_Unique ID
  
• D_Unique ID - for all other attribute updates

When updating System Elements via a bulk data import, you can simultaneously update certain attributes of an Asset deployed against a listed System Element. Optional data columns should include column headers for all System Element ("D_xxx") or Asset ("A_xxx") attributes to be updated with your Import.

Note: Some attributes of a Deployed Asset (e.g., Location, Status) are dictated by the System Element association. Therefore, you will never include those Asset-specific data columns (e.g., "A_Location", A_Status) within the data file for a System Element Import.

Importing Systems Element Data

Whether you are creating new System Elements or updating existing System Elements in IMMS, you will follow these steps for importing the bulk data.

Click on the Main Menu button at the top of the screen. From the “Configuration Baseline” section of the Main Menu, select “Device/Equipment List”. This will open the Device/Equipment List view.

Click on the  button at the top of the view.

From the Import drop-down menu, select the “System Elements” option. An “Import System Elements/Assets” form will pop up. From the Import System Elements/Assets form, you will:

1. Use the Choose File button to select the properly formatted CSV file that you have prepared for your bulk data import.
2. Select the existing Top Level System for the System Elements being created or updated. All System Elements included in the CSV data file must belong to the same Top-Level System. If you wish to create or update System Elements under multiple Top-Level Systems, you must perform a separate Import for each.
3. Select Default System Element (SE) Status for imported System Elements. When creating System Elements and a status is not explicitly specified in the CSV data file, this Default SE Status will be applied.
4. Select Asset Status for any Assets being created or updated as part of the System Element Import. When creating Assets and a status is not explicitly specified in the CSV data file, this Default Asset Status will be applied.
   
5. Indicate the Creating Effective Time for the Import. When creating System Elements, these date and time settings can be used to backdate System Element creation.
6. Name the Import. It is helpful to enter an Import name that describes the Import action and purpose (e.g., "Power Feeders Import Rev-1")

Once all form fields are populated, click the OK button at the bottom of the form.

Note: Default values entered in an Import form will be overridden by any explicit value provided within the data file for that same attribute. That is, the form’s default value will only be applied if there is no such value provided for a System Element or Asset within the Import data file. 

Importing Custom Field Files

Custom Fields associated with a System Element can support a number of different data types, such as text, numeric, date/time, image files, etc. Custom Field values that require a file upload can be populated via bulk-data entry using the Import-Files feature for System Elements.

Custom Field Files to Upload

First, create a single ZIP file that contains all the files you wish to upload. The ZIP file can contain folders and subfolders. IMMS will extract and process all files.

The ZIP file may also contain a mapping file. A mapping file is a CSV file that includes instruction for the files being uploaded. If you are using a mapping file, the file should be named “Import File List.csv”. The mapping file will include three data columns and a line entry for each file being uploaded. The column headers include:

• SE ID – field value will be the System Element name
• CF ID – field value will be the Custom Field name
• File – field value will be the file name, including extension (e.g., "Camera3.jpg").  Note: If your ZIP file contains directories, the file name would be the file path ("CCTV/HDcameras/Camera3.jpg")

Note: Zipped Custom Field(s) file must have Import File List.cvs in its root folder. To create ZIP file do not compress folder containing Import File List.cvs file, instead select  Import File List.cvs file and applicable files/folders and compress them.

Importing Custom Field Files

From the Device/Equipment List view, click on the  button at the top of the page. Select “Files” from the drop-down menu.  

This will open the Import Files form. From this form, you will:

1. Choose the ZIP file which includes all Custom Field files to be imported.
2. Select the Top Level System for the System Elements being updated. All System Elements included in the Import must belong to the same Top-Level System. If you wish to update System Elements under multiple Top-Level Systems, you must perform a separate Import for each.
3. Indicate the Custom Field to be updated or check the Use mapping file instead box if your ZIP file contains a mapping file for the files being imported.
4. Select an Update behavior that is appropriate for your file import:
   • Append to existing files 
   • Replace existing files
   • Skip if there are existing files
5. Enter an Update comment, which is text that describes your file import.
6. Utilize Advanced Settings if you wish for IMMS to apply certain file name rules when processing the imported files:
   • Skip prefix in file name
   • Skip suffix in file name
   • Add prefix to file name
   • Add suffix to file name
7. Once all form fields are populated, click the OK button at the bottom of the form.
   
   
   

Data File Exceptions and Successful Import

If there are any errors in the Import data file, IMMS will alert you of these exceptions and reject the entire Import. That is, IMMS will not partially process an Import.

All exceptions must be corrected in the data file before it can be imported. Correct exceptions in all specified line items and then repeat the Import steps listed above.

If IMMS identifies no exceptions within the data file, your bulk data will be successfully imported, and IMMS will return you to the view where you initiated your Import. The view should then include your new or updated records. The Import will also be listed in the Successfully Completed Imports list accessible via the "Show Completed" option under the Import button drop-down menu.