Importing and Exporting MS Excel Reports

Accolade provides Administrators and Process Designers the ability to export MS Excel reports settings and configuration from one Accolade environment and import them into another Accolade environment. For example, your company may have separate test and production environments or company branches hosted in separate Accolade instances. Instead of having to recreate MS Excel reports in each environment, download the information and import into a different environment.

The download exports the MS Excel reports configuration into a spreadsheet file with the information grouped into the following tabs within the file:

• Excel Report
• Roles
• Access Groups

To export report settings:

1. From the System menu, select Content Sources > Charts & Reports Manager.
2. Select the MS Excel reports that you want to download.

To narrow the list by report name or system name, add the criteria to filter by in the appropriate filter text box. These filters are case insensitive.

To narrow the list by category, select a category to display in the Category list. To download all charts and reports, select All.

3. Click Download in the top right corner of the page.

Accolade downloads all configured charts and reports in four separate spreadsheet files within a zip file, and saves it to a temporary internet files directory. MS Excel report settings are downloaded to a workbook titled EXCEL_Workbook.xlsx. Save the file to a more accessible location.

Note:  Only components to which you have view and/or edit configuration access group rights will download. Components you can only view may be included in the file, but you can only upload changes to areas to which you have explicit edit permission.

To import report settings into Accolade:

1. Ensure the data within the spreadsheet meets the requirements for a successful import.
2. Remove any reports that you do not want to include in the upload from the spreadsheet and save the file.
3. From the System menu, select Content Sources > Charts & Reports Manager.
4. Click Upload in the top right corner of the page.
5. Click Load File and select the spreadsheet file to load. The file name must be prefixed with 'EXCEL_' in order to successfully upload.
6. Click Upload File.

Accolade uploads the changes to the existing reports in the spreadsheet, and adds any new reports with unique system names.

7. (Optional) Click Print to print the import results for your records.

Note:  Components that are imported are subject to group configuration rules. The user may assign components in a way that the configuration access groups are not consistent. This behavior is not allowed in the UI, and mismatches in either the user's access rights or the component's access group restrictions may result in warning or error messages during the upload, and may result in an incomplete upload.

MS Excel Report Settings Included in the Spreadsheet File

The columns in the downloaded spreadsheet include the settings and filters for each report in the order listed below. For a description of each report setting, see Adding Excel Report Templates to Accolade.

Important! Using the import and export tools to update configuration can result in unintended changes if information is missing or creates an error during the import process. Sopheon recommends reviewing Importing and Exporting Configuration Components Best Practices before making changes in a production environment.

• Excel Report

  The Excel Report worksheet contains the settings for the reports being uploaded or downloaded.

  Column Name	Accepted Values on Upload*	Additional Notes
  MS Excel Report System Name	Alphanumeric characters, underscore**	Used for matching in the upload. If a report exists, its settings are changed with the values in the uploaded file. If it is new, a unique system name exists in the file when uploaded, a new report is created.
  MS Excel Report Display Name	Any	If blank, the report does not upload.
  Description	Any	Can be blank.
  Category	Alphanumeric characters	If a new, unique category name exists in the file when uploaded, a new category is created. If left blank, the report is placed in the Default category.
  Query Worksheet 1-5	Valid query system name	Can be blank.
  Active Charts & Reports	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Active Projects	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Template	Valid template system name of a template available in the Template Library	Template must be uploaded prior to being added to the report. If blank, the report does not upload.
  Delete	Yes, Y, True, 1, X*	All other values are treated as No on upload.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Roles

  The Roles worksheet includes the roles restriction settings of the reports being uploaded or downloaded. The values can be blank, resulting in a report uploaded that does not contain role restrictions.

  Column Name	Accepted Values on Upload	Additional Notes
  MS Excel Report System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a report exists, its settings are changed with the values in the uploaded file
  Roles	Valid Accolade user role	Include a separate row for each role. Can be blank.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Access Groups

  The Access Groups worksheet includes the access groups for the reports being uploaded or downloaded.

  Column Name	Accepted Values on Upload	Additional Notes
  MS Excel Report System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a report exists, its settings are changed with the values in the uploaded file
  Access Group	Valid access group system name	Include a separate row for each access group.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).