Mass Upload Global Fields

Global Fields are used to drive budget assumptions and calculations. Administrators now have the ability to upload changes and adjustments to existing Global Field values at a mass level. This eliminates to need to interact with Global fields on a manually entity by entity basis.

Access the Global Fields Data Input page by navigating to Maintenance > Templates > Global Fields.

Select a defined Global Field value, then click the Global Fields Data Input option.

The Global Fields Data Input page is displayed (shown below), the Upload file button is also shown.

Global Fields Mass Load - Export By

Export all Global Fields by Name, Code, or Label (name + code). This option is useful when trying to make a large number of Global Field changes or adjustments.

In Practice: Global Fields Mass Load

If you want to make a large number of changes or adjustments by entity to a large number of fields, the best practice way to do so is to use this Global Fields Mass Load feature. If you only want to make a small number of changes to a handful of entities, it is best practice to do that manually, it can be easier and fast. Below are the necessary steps for using the Global Fields Mass Load feature.

In this use case, we have a Global Field defined called BenefitRate1 and it has two lines; Fixed % Wages GG and BenefitRate 1 - Single. I want to make a large number of changes for multiple Budget Entities.

1. Use the Export By feature explained above to export the Global Fields by Budget Entity Code. You should have a file that looks like the one in the screenshot below.

2. Once the file is exported make the necessary adjustments and save the newly exported file to your local machine. It is important that you remove the header row before loading to Planful. If you do not remove this row, all other lines will load but the load will fail for the header row. For example, you load a file with 1 header row and 10 data rows. Only the header row fails because it has invalid data. The other 10 data rows are uploaded.

3. Instead of selecting each line clicking the Copy To option and selecting the entities to copy the global field to, click Upload file, to upload the file with the Global Field adjustments that you just saved to your local machine.

   

4. Select the saved file to load, by clicking the Choose File button.

   Note:

   You can upload XLSX file types only with a maximum size of 10MB and 30k rows.

5. Click Submit to perform the upload.

   A message will appear indicating the upload is processing and you can check the status in the Detail Log.