System Roles (All Required)

Process Designer

Project Importer

Reference Table Manager

Assignments

Table Owner

Creating Resource Import Files

Import resources data into Accolade using two specially named reference tables. The reference table pair begins with ACC_RI_, which identifies the tables as reference tables that contain resource import data.

Note:  To import this type of data to Accolade, you must have the Process Designer, Project Importer, and Reference Table Manager user roles. To import a new version of an existing file, you must be assigned as the owner of the reference table file used for the import.

Follow these steps to import resources data:

Accolade supports reference tables as spreadsheet, CSV, and XML files through the Reference Tables page, and through an auto-loader service. The information and examples provided are in spreadsheet format, contact Sopheon Customer Support for example files in additional formats.

Create a File That Contains the Resource Data to Import (Data Table)

The data table contains the data to import to Accolade. Administrators and Process Designers add the initial versions of the ACC_RI data table. The assigned table owner, which requires the Reference Table Manager user role, can add new versions of the table as needed.

Create the resources data table as a spreadsheet, CSV, or XML file, ensuring that the contents of the file meets the following requirements:

Component Requirements

File Name

Resource data must be in a file named ACC_RI_<pair identifier>_Data, where <pair identifier> matches the <pair identifier> in the resources configuration table and is unique within Accolade. For example, ACC_RI_ResourcesImport_Data.

Rows

Each row contains a different resource, and each resource exists in only one row.

Column Names and Position

Column headings are in the first row of the worksheet. You can name columns as you see fit for your installation. For example, AutoCalc might be better column name for you than Calculated Capacity to indicate what data is required in that column.

The configuration table described below maps the columns in the data table to the respective fields in the Accolade database.

Data

The following columns and data are required for each resource:

  • Pool Name - The name of the pool to which the resource belongs. This important does not create new resource pools; if the pool name entered does not exist, the row is skipped during import.
  • Resource Type - Set to either User or General to identify the resource as a user in the system or a general resource, such as Any Engineer.
  • Resource System Name - A unique, shorter name that identifies the resource in queries, reporting views, Accolade Office Extensions, and field codes. You can define the system names for both User and General resources.
  • Resource Name - Required if the resource type is General. For example, Any Engineer or Any Chemist.
  • Resource User Login - Required if resource type is User. If the user login does not exist, or exists as a resource with existing demands, the row is skipped during import. If the user login exists, and is currently not part of the pool, the user is added as a resource to the specified pool.

 

The following columns and data are optional for each resource:

  • Delete - Enter Yes, Y, True, or 1 to delete the resource from the pool. You cannot delete a resource from a pool if it has existing demands against it. The demands must either be deleted or moved to another resource first.
  • Calculated Capacity - Typically set for a General resource. If you use requested-only pools and relate them to assigned-only pools, enter Yes, Y, True, or 1 for one resource in a pool to indicate that resource as the one that auto-calculates the resource capacity for the pool. As resources are added or removed from a pool that has auto-capacities set, the system recalculates the pool capacity accordingly. See Auto-Calculating Capacity for Request-Only Pools for more information.

Only one resource in a pool can be set to automatically calculate capacity for the pool. If multiple resources are set for auto-calculation, the import fails.

An existing resource is updated if the Pool Name and either the Resource System Name or Resource User Login match.

Example Icon

Import Resource Data Example

* You may need to re-size the Help window to see the entire example.

 

Note the following in the example above:

  • The import adds resources to the Senior Engineers pool. A single file can include updating and adding resources to more than one pool.
  • The import adds Jane Doe (row 3) as a member of the Senior Engineers pool.
  • The import removes John Doe (row 4) as a member of the Senior Engineers pool.

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Map the Resources Data to the Accolade Database (Config Table)

The configuration table contains the data mapping information so Accolade knows what type of data to expect in the accompanying data file. Administrators and Process Designers add the initial versions of the ACC_RI config table. The assigned table owner, which requires the Reference Table Manager user role, can add new versions of the table as needed.

Create the resources configuration table as a spreadsheet, CSV, or XML file, ensuring that the file meets the following requirements:

Component Requirements

File Name

The resource configuration must be in a file named ACC_RI_<pair identifier>_Config, where the <pair identifier> matches the resources data file and is unique within Accolade. For example, ACC_RI_ResourcesImport_Config.

Rows

Each row maps a column in the data table to a specific type of resource data.

Column Names and Position

The resource configuration must have the following column names, from left to right as listed below:

  • Export Column Name - Enter each column heading that is included in the data table.
  • Metadata Name - Enter the metadata name below that identifies the data included is in each column in the data table.

Accolade Metadata Names

Use the following metadata names in the Metadata Name column of the configuration table to map the data to the appropriate locations in the Accolade database:

  • ResourceType
  • ResourceSystemName
  • ResourceName
  • ResourceUserLogin
  • PoolName
  • Delete
  • CalculatedCapacity
Example Icon

Import Resource Config Example

* You may need to re-size the Help window to see the entire example.

 

Note the following about the example above:

  • Each item in the Export Column Name column is a column heading in the data table.
  • The names listed in the Metadata Name column must match the metadata names listed above exactly for the import to process successfully. Enter the metadata name for each column that matches, or maps, the data in the data file to the Accolade database to ensure the data is imported to the correct location.

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