Req Field Association (RFA): Steps to Perform the Workbench Import (Power User Access)

Resolving The Problem

1. Export the current Req Field Association (Tools > Forms > Reqs > Req Forms > Define Custom Req Fields > Click the “Export field association” link > Access the Task Manager (Tools > Task Manager) to access your spreadsheet.)
o If you are creating a new association, you can use the spreadsheet format from an existing RFA. Simply change the Parent Question cell to include the Database Field Name of the parent question.
2. Prepare your spreadsheet by adding/modifying the RFA that you would like to import.
3. Go to Tools > Import > Profiles
4. Create a New Import Profile OR use an existing Import Profile to import your spreadsheet:
(a) Creating a new Import Profile (It is not required that a new profile be created every time there is an import to run. We recommend creating one profile per Import Type.)
o Click Add new profile

o Fill out the Import Profile page
1 – Name your Profile. This can be anything you would like, but it’s recommended that you name the profile the type of import you are planning to run.
2 – Select “Sharing” if you would like other Workbench users to see your Import Profile.
3 – Select “Field association (Req Forms)”
4 – Select the PARENT field from the dropdown.
5 – Select your file.
6 – Click Next

o Fill out the Map Import Profile page
1 – The “Column Name” column shows the fields that are currently present on your req form.
2 – The “Map To” column shows the column headers that are present in your excel sheet. We recommend that you review the Map To column to ensure that the columns are mapped correctly. As mentioned previously, it is recommended that you do an initial export of the current RFA to get the layout needed to be imported. Having the proper column headers on your spreadsheet will ensure that your Map To column will align with the required columns.
3 – The “Overwrite” column allows you to select the fields you would like to overwrite the RFA data for. Selecting the “All” button will check each box automatically.
4 – Click Finish

o If you would like to complete the Import process select the “Launch” button. If you would like to come back later to complete the steps, click “Close”.

o Selecting Launch will direct you the following screen.
1 – The PARENT field should be auto-selected; based on the field selected on the Profile creation page.
2 – Re-select your spreadsheet
3 – Click Launch

o The system will process the spreadsheet and send you an email when the import is complete.
o Skip to STEP 5 for the remaining steps.
(b) Launching an existing Import Profile
o It is not necessary to create a new profile every time there is an import needed. We recommend creating one profile per Parent field. Should you already have an import profile created, double check the settings and the mapping of the profile and use that for your future imports.
o Select the existing profile and click Launch.

o Selecting Launch will direct you the following screen.
1 – The PARENT field should be auto-selected; based on the field selected on the Profile creation page.
2 – Re-select your spreadsheet
3 – Click Launch

o The system will process the spreadsheet and send you an email when the import is complete.
5. Navigate to the Task Manager to see the results of the import. (Tools > Task Manager)
6. On the Task Manager page, there is a Status column which will indicate the status of your import. There are 5 potential Statuses you may encounter:
o Pending = The import is waiting in line to be processed.
o Running = The import is currently being processed. You may use the “Refresh display” link to watch the progress. (Number of rows will increase as the file is processed.)
o Completed = The import has completed without errors. It is important however, to open the file (via the binoculars icon ) to review the results.
o Completed with Errors = The import has completed and has errors that will need to be resolved. Open the results file via the binoculars icon , review the errors, correct them in the original file and reload the file. (You may reload the entire original file, with the corrections, or just the RFA that had to be corrected.)
o Failed = The import failed completely. This may be an issue with the extension of the excel file you attempted to import, an overall system error/issue, or that the file was too large and timed out. Troubleshooting tips can be found below.
7. If this is a new field association, you will also need to update the parent and child fields settings to ‘turn on’ the association. This can be enabled by editing the field and navigating to the Field Associations section. You will then select Parent or Child depending your set-up.



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