An import format identifies the primary and user-defined attributes (but not the operational attributes) in an item catalog category that is imported into the application using a spreadsheet. You can import operational attributes; however, to do this, you must specify an item template and item status in your import format. Both item templates and item statuses can be used to set operational attributes when importing items.

Seeded Business Entities for Importing

You can define import formats for the following business entities:

• Item

• Item Revision

• Item Supplier

• Item Supplier Site

• Item Organization

• Item Supplier Site Organization

An import format can also import values for a multi-row attribute group.

To import any of the above business entities from the system into an Excel spreadsheet, you must use an import format. An import format identifies the operational and user defined attributes in an item catalog category that will be imported into the spreadsheet. Consequently, when you import item business entities from an Excel spreadsheet, the items are all imported to a particular item catalog category defined in the import format. These imported item business entities inherit all the attribute groups defined for the specific item catalog category. You can also copy, update and delete import formats.

If users do not select an item catalog category when importing business entities, the default System business entity import format is available for use. If an import format has not yet been defined for an item catalog category that a user selects, then the default System business entity import format is available for use. The System business entity import format does not appear if a user selects an item catalog category that already has import formats defined. You cannot modify the System business entity import formats.

Items uploaded to the system from a spreadsheet become, by default, Engineering items. If you wish to upload a non-Engineering item, then include an available primary attribute column called "Engineering Item Flag" in your import format. When uploading the spreadsheet identify such items in this column by specifying the value "Yes" or "No" in this column. If you leave the column blank, the item once again defaults to an Engineering item.

   To create an item import format:

1. In the Applications tree menu, click the Setup Workbench link.

2. On the Search: Catalog Categories page, locate the item catalog category for which you wish to create the import format, and click its name link.

3. On the Basic Information page for the item catalog category, click the Import Formats link.

4. On the Import Formats page, click Create.

5. On the Create Import Format page, provide the following information:

   Name

   Provide the name of the import format you are creating for the item catalog category.

   Description

   Provide a description of the import format.

   Set as Default

   Select the checkbox if you wish for this import format to be the default import format for the item catalog category in which it is created.

   Note: There can be only one default import format for each item catalog category.

6. In the View Columns region of the Create Import Format page, find the attribute columns to appear on the import format using the following fields:

   • Attribute Name

     If you know the partial name of an attribute and the business entity it belongs to, you can use this field to find it.

     For example, if you are looking for a status attribute assigned to the Item Supplier business entity, select Item Supplier in the Business Entity field and click Go. Enter %stat% in the Attribute Name field and click Find. The Item Supplier attributes containing "stat" in their names are listed below and are available for selection.

   • Business Entity

     To view all attributes assigned to a business entity, select one of the following entities and click Go.

     • Item

     • Item Organization

     • Item Revision

     • Item Supplier

     • Item Supplier Site

     • Item Supplier Site Organization

   • Attribute Group

     Select an attribute group assigned to the selected business entity, then click Go. All attributes within the attribute group are now available for selection.

7. Use the Move and Remove buttons to select and remove attributes from the import format.

   You can select either single or multi-row attributes to include in the import format.

   Suggestion: You can rename the columns that will appear in your import format by clicking Rename Columns. On the Rename Columns page, the original column names that you have already selected are listed. Enter the new column names in the New Column Name field and click Apply.

8. Once you have moved all of the attribute columns you want in the import format into the Selected Columns box, click Apply.

   Your new import format now appears in the list of available import formats for the selected Item Catalog Category.

   Note: When importing data using Excel, you can use a combination of 220 character fields, 200 numeric fields, and 50 date fields, subject to an overall 255 field limit. For example, an import format can include 220 character columns and 35 numeric columns for a total of 255 columns. If you use a display format to export and import data, the same restriction applies.

   To copy an import format:

1. Navigate to the Import Format page. See: To create an item import format.

2. On the Import Formats page, locate the import format you wish to copy and click its Copy icon in the Copy column.

3. On the Copy Import Format page, note that a new name is defaulted, as well as the description. You can change either, and also add or remove attributes in the Selected Columns box.

   Note that you can rename the columns that will appear in your import format by clicking Rename Columns. On the Rename Columns page, the original column names that you have already selected are listed. Enter the new column names in the New Column Name field and click Continue.

   If there are more columns/attributes than can be easily scrolled in the list, you can filter the list by providing the attribute group and clicking Go, or providing the attribute name and clicking Find.

   Note: You can select either single or multi-row attributes to include in the import format.

4. Click Apply.

   To update an import format:

1. Navigate to the Import Format page. See: To create an item import format.

2. On the Import Formats page, locate the import format you wish to update and click the Update icon in the Update column.

3. On the Edit Import Format page, you can change the name, description, default setting and add or remove attributes/columns as needed.

   Note that you can rename the columns that will appear in your import format by clicking Rename Columns. On the Rename Columns page, the original column names that you have already selected are listed. Enter the new column names in the New Column Name field and click Continue.

   If there are more columns/attributes than can be easily scrolled in the list, you can filter the list by providing the attribute group and clicking Go, or providing the attribute name and clicking Find.

   Note: You can select either single or multi-row attributes to include in the import format. Also, you cannot modify the System Item import format.

4. Click Apply.

   To delete an import format:

1. Navigate to the Import Format page. See: To create an item import format.

2. On the Import Formats page, locate the import format you wish to delete, select it and click Delete.