Importing Facilities

Introduction

 In this article we will cover how you can bulk upload/ import your Facilities into the Fracttal system.

Facilities in Fracttal acts like a folder structure or a placeholder in which your companies Equipment, also know as Physical Assets or Maintenance Significant Items are saved in the system. The system allows for an infinite amount of Facilities with an infinite amount of Parent-Child relationships to be formed. However we recommend that you create no more than a 5 Tier Facilities Structure.

the Typical Facilities Structure is as Follows: 

We recommend that the 1st Tier (typically your various Sites) be created manually in the system and Not via an import. The Site will then act as the Parent location for the Facilities you wish to import in Tier 2. 

For this reason, we will show you an example of how to bulk import a Tier 2 Facility.

Note: Follow these same steps when creating for e.g. Tier 3 – 5 Facilities/ Folders. In each import sheet use the previous Tiers Facility Code as the Parent Code for the next Tier. E.g. when Importing Facilities for Tier 2 we will be using the Site Code [ Tier 1]  as the Parent/Location/Is Part of Code.

Importing Facilities

1. Access Import function

a. In the Fracttal main menu bar navigate to "Facilities" found under the Assets module

b. Click on the "Options" button 

c. Select "import"

2. Import Sheet

Data Fields

The following data fields/ headers can be imported for facilities using the Fracttal bulk import function:

Importable Field	Restrictions/ Notes
Asset/Facility Name	Should not exceed 100 characters. Avoid using special characters
Asset/Facility Code	Try not to exceed 20 characters. This is not a limitation but helps with reporting if you don't have a lot of characters in your code
Bar code	Can be populated with barcoded label data if applied to facility
Type	Basically the asset type/ family the facility belongs to
Group 1	Typically used to further delineate your facility types e.g. Type = Facilities and Locations, Group 1 = Production Facility
Group 2	See note on Group 1
Notes	Any internal notes or technical details you want to add against the facility
Parent Code	Refers to the Asset/Facility Code of the Location/ other facility that this facility would be a child of in your asset hierarchy
Priority	Used to assign priority levels to your facilities.  If the Priority column is imported, it must contain a number with the following equivalence: Very high High Medium Low Very low
Cost Center	Refers to the financial cost center the facility will be linked to
Address	The Physical Address of the facility or location
Country	The country where the facility is located
Zip Code	the Zip Code where the facility is located
State	The State or Province in which the facility is located
City	The City in which the facility is located

Populate your import sheet with the required information

The following fields are required as a minimum [Orange]:

• Parent/Location Code [for this example the Tier 1 Site Code MS01]

• Facility Name

• Facility Code

The Following Fields are recommended [Yellow]:

• Type

• Group 1

• Group 2

The rest of the fields are available for import as additional data on the Facility [Green]

Import Sheet Formats

You can import your assets using the following document formats:

• .xlsx, .xlsm, .xlsb, .ods, .xls, .xml

• The first line of the document should contain the titles of the columns/ column headers.

• There should be no formulas in any of the columns.

3. Import Data

a. From the drop-down, select the site that the data will be imported to [in this case Main Site {MS01}]

Note: the Location "Main Site MS01" will remain the same regardless of which Tier you are importing to, and should not be confused with the “Is Part of/Parent Location” field

b. Configure the Headers to match the import fields available in Fracttal with the column headers of your import sheet.

Note: leave blank those fields which you wish not to import

c. When all the headers have been configured click the “Import” button to run the import

Delete Code

A Delete Code will appear after a successful import, use this code if you wish to reverse the import you just carried out.

This code will automatically be sent to the current active users email address. 

As back-up save the code by taking a screenshot or write down the code for safe keeping

.

4. View Completed Import

Note how the Tier 1 Site is displayed in the system before and after the import. You will notice that now there are some facilities located as a child of this Site

Click on the “PLUS” icon to display the Tier 2 child facilities you just imported

The facilities have now been imported, notice the correlation between the import sheet you created, and the fields populated in the system.

If you wish to know more about Facilities then click here to view an article on facilities and locations.

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