Add new field maps

Add new field map – using own file

When using your own file, the system will automatically try and match your data to the template within the system. Where it is unable to match, you will need to review these fields and select the most appropriate option.

Steps to add a new field map from a file:

• Navigate to view, add or edit field maps
• Select Add a field map from file
• Upload file — Select upload file to add a valid CSV file to the system
  Note: by uploading a file the system will look for matching fields in the file to the data model in the system
• Name your map
• Click on select matching fields and the system will preload any fields that match exactly to the data model
• Add any optional notes which can be seen by other users
• Manually match any remaining fields or correct any errors by using the dropdown to select or deselect fields
• Review your fields and select 'Add map' to add the field map to the system. This will make the field map available to select in future file uploads

Add new field map – manually

Note: the preferred method for adding field maps is by uploading a file and then mapping to the service data model. The option below is for manually entering all the fields which may take a while.

Steps to add a new field map manually:

• Navigate to view, add or edit field maps
• Select Add a field map manually
• Fill out field map form — Give the map a name and add additional notes that will be seen by other users
  • Fill out each field for the entire data model and tell the system which of your fields matches with the field in the system. If any fields are not completed, the system will not be able to import metadata into this fields during a file upload
  • Note: mandatory fields must be mapped. These are Internal record ID, Name, Description, Manufacturer. If the Record Type field is not mapped, all records will default to “Equipment”
• If a mandatory field has been left blank, the system will warn you that this field is required and should be completed before moving on
• Review your fields and select 'Add map' to add the field map to the system. This will make the field map available to select in future file uploads

Example:
The data model has a field called 'record type' and you want data from your field 'record category' to be included in the field. You need to match or enter your field into the form, so that whenever the system sees 'record category' it should match it to the 'record type'.

Note:
The navigation menu on the left allows you to scroll to specific sections of the form.