How to Import Data into SERTICA with Excel

With Excel import you can load large amounts of components, jobs, Items and documents into SERTICA in one go, instead of typing them in by hand. It is typically used when you take over a new vessel or facility, when a supplier delivers equipment data in Excel, or when many existing records need updating.

The import only works when the master data that the sheet refers to already exists in SERTICA. This guide explains what to set up first, how to fill in the sheet, and how to fix the most common errors.

Attached: SERTICA_Excel_Import_Example.xlsx. The file is a filled-in example of a fictional engine room with 10 rows on the Component, Job and Item tabs and their relation tabs. The Document tab and the document relation tabs are left empty, because documents depend on your own files. Use it to see how the tabs connect. The numbers in the lookup columns (manufacturers, accounts, units etc.) are examples only and must be replaced with the numbers used in your own SERTICA.

Before you start

1. User rights: Excel import is found under System Management → Excel Import. If the menu item is not shown, your user does not have the rights for it. Contact your SERTICA administrator.

2. Download the template from your own SERTICA: Open the import screen and press DOWNLOAD. SERTICA can only read a file it has generated itself, so always start from that template. A file created elsewhere will appear empty when loaded. The attached example is for reference only.

3. Collect your document files in one folder: The Document tab only contains file names. During the import you point SERTICA to the folder on your computer where the files are. If a file is in a subfolder, include the subfolder in the file name, e.g. Drawings/engine_drawing.pdf.

    

4. Decide whether existing records may be updated: If a number in the sheet already exists in SERTICA, that record is updated with the data from Excel. If you only want to create new records, tick “only new data” during the import.

Master data that must exist before import

The import does not create master data. Every value in the columns below must match a number that already exists in SERTICA, exactly, including upper/lower case and special characters such as ä. Either create the missing master data first, or change the sheet to use the numbers you already have.

Fields such as names, descriptions, serial numbers, drawing numbers, dates, prices and remarks are free text and need no master data. Leave an optional lookup column empty rather than entering a number that does not exist.

The tabs and the order to import them in

The sheet has four object tabs and five relation tabs. The tabs refer to each other, so a record can only be created when everything it points to exists. If a component fails, every job and relation on that component fails too.

Recommended order:

1. Create the master data in SERTICA.
2. Import Component and Item. List parent components above their children (601 before 601.01).
3. Import Job. List main jobs above their sub-jobs. A sub-job (a row with a Main Job No.) cannot have its own frequency, so leave Frequency type, Floating/Fixed, Start Date, Frequency and Counter Start empty on sub-jobs.
4. Import the relation tabs.
5. Import Document.

If you import everything in one file and some rows fail, fix them and run the file again. Records that were already created are simply updated.

Step by step

The import screen guides you through four steps.

1. Select Excel file: Drag the file into the screen or press Search to browse for it. Press NEXT.
2. Excel data: The data is shown per tab, with the number of rows found on each tab. Untick any tab you want to skip. Format errors (e.g. text in a number field) are marked with a red exclamation mark on the tab and the row.
   • On the Document tab, press SELECT FILE FOLDER and choose the folder with your files. SERTICA searches the folder and its subfolders and only uses the files named in the sheet. Until a folder is selected, every document row shows an error. Press NEXT.
3. Preview data: The data is shown as it will appear in SERTICA. The New column shows whether a record is new or will update an existing one. Click a row to see its details. Tick “only new data” if existing records must not be updated. Press NEXT.
4. Import: An overview shows how many records will be created and updated. Press IMPORT.

After the import, rows that could not be created are listed with their errors. All other rows have been imported.

Common errors and how to fix them

Hover over the red exclamation mark to see the error message. Errors are always fixed in the Excel file, which is then loaded again.

There are two kinds of errors. Format errors are caught when the file is loaded, before anything is imported. Reference errors, where a number does not exist in SERTICA, only appear after the import has run. Those rows are skipped and the rest is imported.