SOR Import
Bulk import schedules of rates codes
SOR Import
From Keyfax version 4.4.8 onwards, Schedule of Rates (SOR) codes can be bulk imported into the Services of the current script type from a comma separated file (Excel CSV, Txt file etc). The import can create brand new Services, and, using the Advanced features, can update the details of existing Services that already share the same Service Code.
Before anything is written to the database, the import shows you a full preview of the work it plans to carry out, so you can check (and copy out) exactly what will change before committing.
Note: You must be in Exclusive Mode for this option to be available. Switching to Exclusive mode reveals the Import button on the Services screen, along with the Delete Group and Export buttons.
Before you begin
TIP: Before running a large import, we recommend taking a back of the selected Keyfax database. You can also use the Export button on the Services screen to take a copy of the current Services. This gives you a snapshot to refer back to (or re-import) should you need it.
Switch to Exclusive mode. Select the correct Script Type from the drop-down at the top right of the window (e.g. Repairs Diagnostics). The import creates and updates Services within the currently selected Script Type only.
Prepare your import file
The file should be a comma separated list (CSV/Txt, or saved out of Excel) with a header row naming each column. Typical columns include the SOR code, short and long descriptions, unit of measure, unit cost, SMV, IR certification flag and priority.
Step 1 - Start the import
On the Services screen, press the Import button and browse to your import file.
Step 2 - Assign columns to Service properties
The Select Columns to Import dialog lists every column header found in your file. Against each header, choose the Service property it should populate from the Select Property drop-down.
Columns you do not want to import should be left as No Selection, they are simply ignored. Your file's headers do not need to match the property names, that is exactly what this mapping step is for.
Once the columns are assigned, click the button Show The Changes That Would be Made. Nothing is imported at this point; the next screen is a preview.
You may be notified of any issues such as the below, but click OK to continue.
Step 3 - Review the work planned
The SOR Import Work Planned dialog shows, line by line, the changes that will be made to the Services within the current script type.
Please read this screen carefully before continuing - this is your opportunity to check the import before anything is committed.
Each row shows the Group, Service Code, descriptions, unit of measure, unit cost, SMV, IR certification, contractor and priority the Service will have after the import.
New Services will be colour coded light blue:
Rows are colour coded green if the service exists but the data being imported is different. Here items highlighted in green are different to the existing Services.
Hover over a row for a tooltip explaining its status, for example "New SOR Code (no match in current script type)".
Copy Work Planned List to Clipboard
This copies the full list so it can be pasted into Excel for checking or sign-off before you commit the import.
Refresh Work Planned List, below..
Recalculates the list after you change any of the inputs described below.
Create New Services Only (the default)
With Create New Services Only ticked, the import will only ever insert new Services, nothing existing is touched.
Group to use for NEW services
This controls which Group the newly created Services are placed in. The token `[group]` stands for the incoming group name from your import file, so:
"[group]-new" (the default) keeps the incoming group name and adds a `-new` postfix. For example, incoming "Building" codes are created in a group called Building-new
Any "[group]-postfix" of your choosing works the same way. A plain name (no token) places all new Services into that one named group.
Placing new Services into a post-fixed group keeps them clearly separated from your existing Services, so they can be reviewed and then moved into their final groups on the Services screen afterwards.
Advanced features - updating existing Services
Untick Create New Services Only to reveal the Advanced features, which allow the import to also update existing Services, whose Service Code matches a row in the import file.
Group to use for UPDATED Services
This works exactly like the NEW services input, but applies to Services being updated. The default of "[group]" leaves updated Services in their existing group; use "[group]-postfix" to move them into a post-fixed group as they are updated.
Services that are not updated remain where they are.
Restrict updates to Services residing in this comma separated list of groups
This limits which existing Services are eligible for update. Only Services currently in one of the listed groups will be matched and updated; leave it empty to allow updates across all groups. This is useful when the same SOR codes exist in more than one group and only a specific set should be refreshed.
The existing prefix of an SOR code can be augmented by using the token syntax in these edit boxes. For example, if the prefix had been "Building", then "[prefix]-new" would produce "Building-new" as the prefix of the new (or updated) SOR codes.
After changing any of these inputs, click Refresh Work Planned List, below... to see the revised plan.
Step 4 - Run the import
When you are happy with the work planned list, press Import and confirm you are ok to proceed. The changes listed are applied to the Services of the current script type. Pressing Cancel at any point abandons the import without making any changes.
After the import
Review the newly created group(s) on the Services tab. New Services can be moved into their final groups by selecting them (hold Shift to select a block, or Ctrl to select individually) and dragging them to the required group.
Switch out of Exclusive mode when you are finished, so other administrators can resume editing.
TIP: If a Priority Code in your import file does not match an existing Priority, check the Priorities entity and add it before importing, so imported Services pick up the correct Default Priority.
Delete Group
Deleting a Service group will delete all services within that group. If a service within the group is still in use, the group and all services within it will be left intact.
Prior to deleting a service group a hard copy of the services can be taken by exporting the services beforehand or alternatively a request to ack the Keyfax database could be sent to your IT department or Omfax prior to continuing.
Export
Clicking the Export icon will export all Services into a comma separated list so that these can be re-imported if required.
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