Description of Excel file

INEXTIA can only import the data from Excel if it knows the setup of the file. Therefore, the Excel file generated from INEXTIA must be used.

The Excel file is structured in different spreadsheets that represent different object types within INEXTIA.

At this time, component data, job data and document data can be imported from Excel.

It is also possible to import the relationships between component and document, and job and document.

Component

Components are created from the component sheet.

All input fields from the component screenshot are represented as columns in the sheet.

 

Under the column headings, from row 2, data is entered.

Each row represents one component.

The first column is Component No.

Although the column is named number, it can contain both numbers, letters and characters, just like in INEXTIA.

The field must be unique. In other words, no other rows with an identical component number may be inserted.

When INEXTIA imports the data, it uses Component No. to verify if the component already exists in the system. If it does, then it will be updated. If it does not, a new component will be created.

The Parent Component column is used to build the structure.

The data in the parent component must refer to either a component number in another row, or a component number that already exists in INEXTIA. Read more about the component structure in this article.

The columns Counter No., Section No., Location No. Account No. and Type No. All refer to data from lists that must have been created in INEXTIA.

At the bottom of this article there is a column overview where all columns are listed.

Job

Jobs are created from the Job sheet.

As with component, the first column is a unique field - Job no.

Although this field often gets autogenerated in INEXTIA, it must be entered in the Excel file. As there will be no possibility to run the import several times otherwise, and thus update a job that has been created with incorrect data.

Since all jobs must be associated with a component, Component No. must also be filled out.

The Component No. must either refer to a Component No. in the Component sheet, or to a Component No. already existing in INEXTIA.

The columns Frequency type, Start Date, Frequency and Counter Start are used to set the frequency for the job.

The job can be inserted without a frequency, but it will not be active until the frequency is set.

If a frequency is set, it needs a selected Frequency type and a number entered in Frequency, as a minimum.

The Start Date must also be set if one of the calendar-based frequency types (0-4) has been selected. Counter Start must be set when Counter has been selected as frequency type.

The column overview is shown at the bottom of the article.

Document

Documents are created from the Document sheet

As with Component and Job, the first column is a unique field - Document No.

The field must be entered in Excel, although it is often auto generated within INEXTIA.

In addition, Filename must also be entered.

A filename can be e.g., manual.pdf.

As described in this article, documents are imported by first specifying the folder where the files are located. When the import knows this, it uses the text from here to find the correct file.

If the file is located in a subfolder of the main folder, then the name of the subfolder must first be specified, \ and then the file name.

E.g. Manuals\manual.pdf. Here the file manual.pdf will be located in the Manuals subfolder.

The column overview is shown at the bottom of the article.

Component document relation

Documents are linked to the components from the Component document relation sheet.

The link is created by entering the component number and the document number.

The same document can be linked to several components. And likewise, the same component can be linked to several documents.

If page numbers are specified, INEXTIA will open the document on the specified page.

Job document relation

Documents are linked to jobs from the Job document relation sheet

Job document relation has the same functionalities as Component document relation.

What can be edited in the Excel file?

If you need a supplier to insert data into the Excel file, you may be tempted to change the layout of the file a little to help the supplier out.

It is also allowed up to a certain degree. But as mentioned earlier, INEXTIA must be able to recognize the setup of the file in order to import the data.

Therefore, it is NOT allowed to delete columns or sheets in the file.

If the supplier only needs to fill in some selected data, columns or sheets can be hidden instead.

Inserting explanatory information is also allowed in the columns if it is done as comments or notes.

If you write explanatory info. directly in the fields, INEXTIA will think that it is data to be imported.

Colouring of columns or text is also allowed.

Column summary

The columns listed below are the default.

In some cases, there will be more columns in the Excel file if additional modules have been activated in INEXTIA.

 

Component
• Component No. – Text field, 30 characters max, must be unique, required.
• Name – Text field, 150 characters max.
• Parent Component - References Component No. or data in INEXTIA.
• Counter No. - References data in INEXTIA.
• Section No. - References data in INEXTIA.
• Manufacturer – Text field, 80 characters max.
• Type No. - Text field, 80 characters max.
• Serial No. - Text field, 80 characters max.
• Drawing No. - Text field, 80 characters max.
• Classification - Text field, 80 characters max.
• Installed – Date field.
• Technical Info. - Text field, no max.
• Location No. - References data in INEXTIA.
• Critical Equipment - 0 or 1.
• Account No. - References data in INEXTIA.
• Estimated lifetime (mth.) – Number field (whole number).
• System No. - Text field, 80 characters max.
• Purchase Year - Number field (whole number).
• Created Year - Number field (whole number).
• Scrap Year - Number field (whole number).
• Price - Number field (decimal number).
• Initial Price - Number field (decimal number).
• Price Year - Number field (whole number).
• Component Type No. – References data in INEXTIA.

Job
• Job No. - Text field, 20 characters max, must be unique, required.
• Job Name - Text field, 150 characters max.
• Component No. - References Component No. in the component sheet or data in INEXTIA, required.
• Frequency Type – List selection from drop down.
• Start Date – Date field.
• Frequency - Number field (whole number).
• Counter Start - Number field (whole number).
• Job Text- Text field, no max.
• Job Group No. - References data in INEXTIA.
• Resource No. - References data in INEXTIA.
• Man Hours - Number field (decimal number).
• External Cost - Number field (decimal number).
• Responsible User No. - References data in INEXTIA.
• Priority No. - References data in INEXTIA.
• Supplier No. - References data in INEXTIA.

Document
• Document No. - Text field, 20 characters max, must be unique, required.
• Description - Text field, 255 characters max.
• File Name - Text field, required.
• Issue Date – Date Field.
• Expire Date – Date Field.
• Remark- Text field, no max.

Component document relation
• Component No. - References Component No. in the component sheet or data in INEXTIA, required.
• Document No. - References Document No. in the document sheet or data in INEXTIA, required.
• Page No. - Number field (whole number).

Job document relation
• Job No. - References Job No. in the job sheet or data in INEXTIA, required.
• Document No. - References Document No. in the document sheet or data in INEXTIA, required.
• Page No. - Number field (whole number).