Bulk Importing and Updating Lots in Lot Management

NOTE: This functionality is only available to users on Lot Management enabled projects. If you do not have Lot Management, this feature is available at an additional cost. Talk to your account manager or email support@conqahq.com to see if this is right for you.

The bulk import functionality allows for two key bulk operations for managing a project with Lot Management enabled

1. Bulk creating Lots with the associated ITP checklist in the project (this is typically used when building out a project or back loading historic lots)
2. Bulk updating the Lot information for existing lots. E.g. if mass re-assigning lots or correcting lot information

This functionality is available to all Project Admin or Account Admin users on Lot Management enabled projects.

Format of the spreadsheet

The required format of the spreadsheet is

1. A header row giving a name to each column
2. One row per lot with the values to update / create the lot with

You can export the existing Lots for a project to provide you the structure for any new/updated lots.  Go to the Lots tab and then Export Register (highlighted in screenshot below).  

A Lot number must always be specified. If the lot number matches an existing lot in the system it will be updated, if the lot number is not in use a new lot will be created.

All other columns are optional, only the columns that you want to provide values for need to be included in the spreadsheet.

How to bulk add/import lots

1. On the Lot Register select Bulk import
2. Upload a spreadsheet with the Lots to update
3. If there are any columns in the spreadsheet where the names to not match fields of the lot you will be prompted to map them to fields of the lot on the Map columns step of the wizard
   • You must always have a column for
     • Lot Number - the values in this column must be the new lot numbers to assign
     • Any fields used in the folder structure of the project (e.g. Area / Inspection Test Plan)
     • The Inspection Test Plan field
   • If you wish to ignore a column, set the column mapping to blank
   • By default, only the first sheet of the spreadsheet is included, you can select which sheets to import during this step
4. If any of the cells in the spreadsheet to not match valid options for the fields they are mapped to you will be prompted to map these to valid values on the Map values step. E.g. the value in the spreadsheet might be N but the option might be No
5. If it’s not clear which ITP Checklist should be used for each selected Inspection Test Plan Value in the spreadsheet you will be prompted to select the appropriate ITP Checklist on the Map checklists step
6. You will be prompted to review what Lots are going to be imported
   • Lots are updated based on their Lot Number, if there is an existing Lot with the specified lot number for the row it will be updated (see How to bulk update lots)
7. Click the Import button to import the lots

How to bulk update lots

1. On the Lot Register select Bulk update
2. Upload a spreadsheet with the Lots to update
3. If there are any columns in the spreadsheet where the names to not match fields of the lot you will be prompted to map them to fields of the lot on the Map columns step of the wizard
   • You must always have a Lot Number column, all other columns are optional
   • If you wish to ignore a column, set the column mapping to blank
   • By default, only the first sheet of the spreadsheet is included, you can select which sheets to import during this step
4. If any of the cells in the spreadsheet to not match valid options for the fields they are mapped to you will be prompted to map these to valid values on the Map values step. E.g. the value in the spreadsheet might be N but the option might be No
5. You will be prompted to review what is going to be updated.
   • Lots are updated based on their Lot Number, if there is no existing Lot with the specified lot number for the row it will be updated (see How to bulk add lots)
   • By default, empty cells result in the existing value being unchanged, if you want to clear values then select the Remove exiting values for empty cells option
6. Click the Import button to update the lots