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Envizi L4 POX - POC Account Setup and Data Load Design Document

This document provides instructions for loading data into an Envizi account using a data connector. It describes how to upload files, what validation the connector will perform on the file name, columns and data rows, and how the data will be mapped from the source file columns to Envizi account fields.

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48 views7 pages

Envizi L4 POX - POC Account Setup and Data Load Design Document

This document provides instructions for loading data into an Envizi account using a data connector. It describes how to upload files, what validation the connector will perform on the file name, columns and data rows, and how the data will be mapped from the source file columns to Envizi account fields.

Uploaded by

zvranic
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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POC Account Setup and Data

Load
Connector Introduction

An Envizi data connector is a program that has been written in order


to extract specific data points from a text-based file. Connectors
validate incoming files by analyzing the file name, file extension and
column headings in the file. After validation has been successfully
completed, each row in the file is scanned to determine if it is a data
row. Once a row has been identified as a data row, the relevant fields
will be extracted from the file and stored in Envizi as a record.

File Loading

Load a File

Files can be loaded by using the upload function in Envizi under the
menu "Manage" > "Upload Files", alternatively if you have configured
a client specific S3, email address or SFTP you can transfer files via
these methods also.

File loading results and errors

1. The data processing results are available within Envizi under the
menu "Manage" > "Files Processed - Accounts & Setup". Right
clicking on the file will show read/parse errors and write/load errors.
2. A data receipt report can also be emailed to the contacts that are
configured in Envizi with the Work Role of Data Manager. To set this
up, within the menu “Admin” > “Organization Preferences” > “Data
management preferences” then set the drop-down value to ‘Yes’ for
question 'Will you be providing automated data from internal
resources to the platform?”
3. If a connector fails due to a critical error such as the filename
being incorrect then the receipt report will not be generated.
More information

For more information on work roles, please visit:


https://knowledgebase.envizi.com/home/Work-
Roles.2495517597.html
For more information on data receipt reporting, please visit
https://knowledgebase.envizi.com/home/The-Data-Receipt-
Report.2495516933.html

File Processing

File Name Details

A file must match the following criteria in order to be processed and


loaded by this connector.
None of the file validation is case sensitive.
File name = ‘POC Account Setup and Data Load###* ’
* ### = any amount of any character(s) or spaces
File type = xls or xlsx
Tab name = "Records to load "
A typical valid file name could look like "POC Account Setup and Data
Load Electricity 2022.xlsx"

If any of the above criteria is not met, an error will occur, and the file
will not be loaded

Connector Configuration

This connector reads a maximum of 13 columns spanning


columns A through M.

Data is processed from this file in rows using the single read
method.

Accounts will be matched by searching for a matching account


number in the
• Location provided in the data row
• Location called Unallocated Accounts if the location above
can’t be found
• Location with the corresponding Location Reference provided
in the data row
Records loaded via this connector will overwrite existing
records where the account number and date ranges match.

If an account is not found a new account will be created using


the details in the data field mappings table.

Please see “Appendix 2: Connector Glossary” at the end of this


document for a detailed explanation of the above connector
configuration options.

File Validation

Column Headings

The connector will search within the file to match on the following
headings in the columns identified below.

Column Column Heading


A Organization
B Location
C Account Style Caption
D Account Number
E Account Reference
F Account Supplier
G Record Start YYYY-MM-DD
H Record End YYYY-MM-DD
I Quantity
J Total cost (incl. Tax) in local currency
K Record Reference
L Record Invoice Number
M Record Data Quality

If the column headings are not matched exactly as stated above, the
file will not be loaded .
Data Rows

Once incoming files have passed all of the validation criteria


above, each row of data is checked to see whether it is to be
loaded or skipped, based on the following.

Rows Skipped

Rows that are skipped are not processed and will be noted in
the data receipt report.
Any blank rows in the file will automatically be skipped.

Rows Read

Rows that are read will be processed using the data field
mapping table below.

If Column G - “Record Start YYYY-MM-DD” and Column H


‘Record End YYYY-MM DD’ contain dates formatted as YYYY-
MM-DD then the row will be loaded as a standard data row.

File Sorting

When the file is received, no sorting is applied.

If the row is not identified as a data row or skip row, then it will
be returned as an error. These errors will be noted in the Data
Receipt Report and in the Files Processing Page .

Data Field Mappings

Once a data row is identified, the fields in that row are processed as
follows:

Default Values

No default values are set across all records.

Attribute and Data

Values The fields below are the account and record information
retrieved from the file.
Envizi Source File Format Note and
Field Column and Name Assumptions
Name
Client A Organization String
Name
Location B Location String
Name
Account C Account Style String This connector is
Style Caption designed to
Name specifically work with
a sub-set of account
styles created as a
universal set for POCs.
All of these account
style names start with
prefix 'Universal - '.

The account style


name is derived as
follows, Concatenate
“Universal - ' with
Column C.

A supported list of
account style captions
can be accessed in
the data loading
template.

For example, Account


style caption ‘Rental
Cars - Miles’ will have
a derived account
style name of
‘Universal - Rental
Cars - Miles’.

Account style names


are typically not
visible in the UI and
are used internally for
data loading as
captions can be
duplicated across
clients.
Account D Account String If an account is
Number Number unable to be found
using the search
criteria, a new
account will be
created.
Account E Account String
Reference Reference
Account F Account String
Supplier Supplier
Start Date G Record Start Date The start date must
YYYY-MM-DD YYYY- be formatted as
MM-DD follows YYYY-MM-DD

For example, 30th


December 2023 is
represented as 2023-
12-30
End Date H Record End Date The end date must be
YYYY-MM-DD YYYY- formatted as follows
MM-DD YYYY-MM-DD

For example, 30th


December 2023 is
represented as 2023-
12-30
Primary I Quantity Number The quantity field is
Measure stored into the
primary measure field
relevant to the
account style.
Total cost J Total cost Number
(incl. Tax) (incl. Tax) in
C20 local currency
Reference K Record String
Reference
Invoice L Record Invoice String
Number Number
Data M Record Data String This field accepts
Quality Quality values ‘Estimated’ or
‘Actual. By default, if
it’s blank it will be
assumed to be
‘Actual’ data.

Connector Glossary

Record Handling

The connector will overwrite existing records as follows:

Existing records are determined by checking if the Start Date and End
Date of the records are identical to one that has already been loaded
into that account.

If an existing record is found and the connector is configured to


overwrite data, the pre-existing record will be deleted, along with all
attachments and replaced with the record from the file being loaded.

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