Importing customer data into Incontrol with Excel or Exact

 

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Read before use

 

Before you get started, there are a few things you need to know:

• Add Connector: This can only be done in the Incontrol portal (website).
• Requirements: You need organizational administrator rights to add a connector. Don't have the rights? Contact your organizational administrator.
• Excel Templates: Use the correct Excel template to properly link installation and customer data to the forms:
  
  
• For forms up to and including version 2.2: download here (click)
• For forms from version 2.5 onward: download here (click)

Create Connector

 

1. In the overview menu on the left, click on Organization.

2. Now click on the Connectors button (1), and then click the blue + button (2) at the bottom right to add a connector.

 

3. You will now see the Connector Store with categories that you can link to your organization or forms.

Choose the type of connector you want to use:

• If you want to use Excel, follow the steps below.
• If you want to use Exact Online, go directly to Step 7: Use Exact Online Connector.

 

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Use Excel Connector

 

4. Select Use an Excel file as datasource in a form.

 

5. Give a name, for example 'Installatie- & klantgegevensbron', and click on Add.

 

6. You will land on the overview page of the connector.

6.1 Click on 'No file chosen' under Upload a new Excel file to upload the Excel file.

Note: Only upload the Excel file provided by us. This ensures the correct functioning of the connector.

A table will now appear with the following columns: Column, List Title, List Description, and Import Alias. The selection fields for List Title and List Description determine which values are visible in the form during the import.

6.2 Select which fields will be visible and searchable in the title and description. Keep "Save the original Excel file" checked.

6.3 Check the setting to make the data available offline.

In the Attribute field, enter the following:

• For forms up to and including version 2.2: Object_relatielijst

• For forms from version 2.5 onward: Object_relatielijst_v2.5

Note: This is very important for the correct functioning of the connector!

6.4 Click Save in the top right. The installation and customer data are now available in your e-inspection forms.

 

Refresh Excel Connector

 

Want to update the installation & customer data?

1. Download the current Excel file via the Excel icon in the top right.

   
   

2. Open and modify the file.

3. Save it.

4. Upload the updated file again (as in step 6.1).

5. Click Save.

    

Use Custom Excel Document

 

Want to link and import your existing customer data? You can, but only if the column names in your Excel file are set up correctly.

Below you'll find further explanation on this, using a case study as an example:

Let's say you have an Excel file like the one below:

Table 1 current excel

This file needs to be converted into a usable format. You can find that usable format here:

The best way is to copy and paste your old data into the correct columns of the 2.2 or 2.5 Excel template. This will make your file future-proof and easier to update from Incontrol.

This is how it should then look:

Table 2: Data entered into new blank Excel

 

You can also restructure your current list, as shown in Table 1, so that it is recognized. You do this by adjusting the column names to the standard names used by Incontrol.

You can find these standard column names in this list or by downloading the Excel file below.

Note: The Excel file you use depends on the version of the connector you have.

 

 

In this usable version, the columns have fixed names. Below you'll find an overview of the names you can choose from.

Once you've found a column name that matches your data, you link it to the corresponding column in your own file.

| This is what it will look like in our case:

Table 3: Excel with column names from the template linked to the current Excel

 

Advantages and Disadvantages of this Method

Advantage: This method takes less time to adjust your file.

Disadvantage: The Excel list you download is quite extensive and contains many columns you may not (yet) use.

As you perform more inspections, these columns will be filled with data, making it more difficult to update your Excel later.

Want to avoid this? Then it’s better to export the forms from Incontrol and paste the data directly into the connector.

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Using Exact Online Connector

 

7.1 Select Exact online as a connector.

7.2 Select according to import relation

7.3 Give the connector a name, such as Installation & Customer Data Source. Then check the box: "Authenticate for the whole organization when logging in." Click Add.

 

7.4 The connector has now been added. Open it again if the window has been closed.

7.5 In the overview of the Exact Online connector, scroll all the way down. In the Attribute field, enter: (scroll all the way down) Exact_projectimport_incontrol.

7.6 Click Save in the top right.

You can now use the Exact Online installation and customer data in your e-inspection forms.