Importing Templates

Objective

After completing this lesson, you will be able to import Data using a Template in Concur Travel.

Schedule the Import Task

Once you’ve populated the appropriate import template and saved it as an XML file, you’re ready to schedule the import task. Use the following steps to add the task.

Steps

  1. On the Import Data page, select Add Task.

    Screenshot of the Manage Import Tool Tasks page: The main area includes a search bar for tasks, Search and Add Task buttons, and a table showing import tasks with details like description, import type, status, dates, user, and delete icons. The Add Tasks button is selected.

  2. Enter the relevant details for Description, Mode, Import Type, and Scheduled for fields. To learn more about each of the fields, review the corresponding table.

    Note

    The Import Type must always correspond with the template that you completed. In this case, the Import Type is Locations from Excel.
    The image shows the SAP Concur Manage Import Tool Tasks page with a pop-up window titled Details. The pop-up allows users to enter a description, upload a file, select mode, company, import type, and schedule time, with Save and Cancel buttons.
    SettingDescription / Action
    DescriptionEnter an accurate description of the import task to be created.
    Upload FileSelect Browse (or Choose File, depending on your browser) and choose the file to upload.
    ModeSelect Test to indicate if the import is a test import.

    Note

    Best Practice: Concur Travel recommends that you initially run the import task in Test mode. No changes are made to the database when the import task is run in Test mode. However, imports can't be reversed when run in a non-test mode.
    CompanyVerify that the correct company appears.
    Import TypeSelect the import type that matches the import task.
    Scheduled For

    Select the value that is appropriate for the import task you are creating.

    Selecting Another task completion will allow you to chain this import task to another so that they occur in a specific order.

    The ASAP option is only available in the dropdown menu between 6PM and 6AM EST.

    Note

    Between 9:00 a.m. and 5:00 p.m. (your local time), uploads are limited to 5 MB or smaller. Larger files can be uploaded after those business hours.

  3. Select Choose File to upload the appropriate import template and then select Save. In this example, we are importing Company Locations.

    The image shows the SAP Concur Manage Import Tool Tasks page with a Details pop-up window. In the pop-up, a file named Company Locations.xlsx is selected for upload, with options for description, mode, company, import type, and scheduling. Save and Cancel buttons are included, and Save is highlighted in the screenshot.

Result

The import task is scheduled to run overnight.

The image shows the SAP Concur Manage Import Tool Tasks page with a new row added for Company Locations import. The table lists task details such as description, import type, schedule, status, and user, with the sidebar of admin links and SAP Concur branding visible.

Import Results Review

After an import runs, you can view the results on the Manage Import Tool Tasks page. Each column is populated with the corresponding information related to the import task.

To learn more about each of the columns, review the following labeled graphic and corresponding table.

Screenshot of the Manage Import Tool Tasks page. The page includes two import tasks in the log with markers for each column from left to right: 1: Description, 2: Import Type, 3: Status, 4: Test, 5: Scheduled for, 6: Started, 7: Completed, 8: Updated, 9: User, 10: Details Icon, and 11: Delete Icon. Refer to the table that follows the image for the explanation that corresponds to the numbers.
ColumnDescription / Action
1. DescriptionThe name specified in the Description field in the Details window while adding a task.
2. ImportThe Import Type chosen in the Details window .
3. StatusDisplays information about the success or failure of the task: If the field is empty, the task ran successfully. If the field has an exclamation sign icon, there was an error while running the task.
4.TestIndicates if the task was run as a test: If yes, a check mark is displayed.
5. Scheduled forIndicates the date and hour the task was scheduled to run.
6. StartedIndicates the date and hour the task started to run.
7. CompletedIndicates the date and hour the task finished running.
8. Updated

Indicates the date and hour the update was completed.

9. UserIndicates who added the task: The user will not receive an email with information about the task; they need actively to check the Manage Import Tool Tasks page.
10. Details IconDisplays the information in the Details window and a log indicating the rows that run successfully or failed.
11. Delete IconUsed to remove the entry on the Manage Import Tool Tasks page: By removing the entry, you won't delete the uploaded information in the tool, only the listed entry.

How to Address an Import Failure

If you need to address an import failure, you can do so right on the Manage Import Tool Tasks page. Watch the following video to learn more about how to address an import failure.

Summary

  • Prepare and save the correct import template as XML
  • Add Task on Manage Import Tool Tasks page
  • Enter Description, Mode, Import Type, Scheduled For; upload file; verify company
  • Run first in Test mode; non-test imports cannot be reversed
  • Schedule wisely: chain tasks if needed; daytime uploads max 5MB
  • Monitor and troubleshoot in Manage Import Tool Tasks; use Details to download results and fix errors

Learning

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