Import your Leasing Data
This describes how to prepare the data file and then upload it to Envision:
Prepare the Data File
Step 1. Download the template
- From the Eptura Home, click the (A) Download .xlsx template button to download the template file.
- The Download template dialog displays and below are the guidelines for you to read.
Important Guidelines for Successful Data Processing
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Do not delete or rename columns.
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Do not delete or duplicate any rows/records.
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Refrain from modifying any values in the pre-populated columns: ‘building_id’, ‘building_name’, ‘total_no_of_desks’, ‘total_no_of_rooms’.
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Any cells left blank under ‘operational_cost’, ‘annualized_rent’, ‘total_area’, ‘percent_area_of_rooms’ and ‘percent_area_of_desks’ will be treated as 0.
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If the ‘lease_end_date_yyyy-mm-dd’ column is left blank, it will be interpreted as ‘9999-12-31’.
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The combined values of ‘percent_area_of_desks’ and ‘percent_area_of_rooms’ must not exceed 100%.
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Ensure to maintain name of the data file or workbook to be uploaded is ‘space_cost’.
Field level data validations
The following data formatting rules and acceptable values apply to user input expected columns:
|
operational_cost |
Must be a non-negative decimal or integer numeric value.
|
|
annualized_rent |
Must be a non-negative decimal or integer numeric value.
|
|
lease_end_date_yyyy-mm-dd |
Date should be in YYYY-MM-DD format, where YYYY represents the year, MM represents the month, and DD represents the day. Valid date range is 1900-01-01 to 2100-12-31.
|
|
total_area |
Must be a non-negative decimal or integer numeric value.
|
|
percent_area_of_rooms |
Must be a non-negative decimal or integer numeric value between 0-100 without percentage sign; input to be provided only if the ‘total_no_of_rooms’ value is greater than 0; the value should match (100 - percent_area_of_desks)
|
|
percent_area_of_desks |
Must be a non-negative decimal or integer numeric value between 0-100 without percentage sign; input to be provided only if the ‘total_no_of_desks’ is greater than 0; the value should match (100 - percent_area_of_rooms)
|
Area and Currency Data Alignment Guidelines
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Area data must be entered in either square feet (sq. ft.) or square meters (sq. m.).
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Cost data must be reported in one of the following supported currencies: US Dollar ($), Argentine Peso (ARS), Australian Dollar (A$), Brazilian Real (R$), British Pound (£), Canadian Dollar (C$), Chinese Yuan Renminbi (¥), Danish Krone (kr), Euro (€), Hong Kong Dollar (HK$), Indian Rupee (₹), Japanese Yen (¥), Malaysian Ringgit (RM), Mexican Peso (Mex$), New Zealand Dollar (NZ$), Norwegian Krone (kr), Singapore Dollar (S$), South African Rand (R), South Korean Won (₩), Swedish Krona (kr), Swiss Franc (CHF), or UAE Dirham (Dh).
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Make sure to select the currency and area unit that match the units used in your data file when uploading. If the selected options do not align with your file’s data, dashboard KPIs may display incorrect units.
- When you are ready, click the Download Excel Template button and the template called space_cost.xlsx downloads to your local machine.
Remember that after you have uploaded the data into Envision this will populate the data; therefore the next time you download (and onwards) users will receive the template pre-populated with previously entered values, along with any newly added buildings. Users can update the data they had entered earlier if desired, and also input new data for any newly added buildings.
Step 2. Open the template
- From your download folder, open the file.
You will see the downloaded Excel file contains 10 columns, with 4 columns prepopulated/locked and 6 columns requiring user input.
Locked columns:
- building_id
- building_name
- total_no_of_desks
- total_no_of_rooms
Columns requiring user input:
- total_area
- percent_area_of_desks
- percent_area_of_rooms
- lease_end_date_yyyy-mm-dd
- operational_cost
- annualized_rent
Step 3. Complete the data
When you complete the data, we have a table below that describes the columns and if you're uncertain about the values, you can leave them blank.
Make sure that ...
- None of the 10 columns are deleted or renamed.
Don't ...
- Modify any values in the pre-populated columns.
- Delete any rows/records.
- Duplicate any rows/records.
| Column Name | Description | Examples |
|---|---|---|
|
operational_cost
|
It must be either a non-negative decimal or a non-negative integer. |
4234.32 7565 43534.45 |
|
annualized_rent
|
It must be either a non-negative decimal or a non-negative integer. |
4234.32 4563 |
|
lease_end_date_yyyy-mm-dd
|
It must follow the format YYYY-MM-DD, where YYYY represents the year, MM represents the month, and DD represents the day. The valid date range between 1900-01-01 to 2100-12-31. |
2029-02-14 2034-11-03 2050-12-24 2019-02-01 |
|
lease_end_date_yyyy-mm-dd
|
It must follow the format YYYY-MM-DD, where YYYY represents the year, MM represents the month, and DD represents the day. The valid date range between 1900-01-01 to 2100-12-31. |
2029-02-14 2034-11-03 2050-12-24 2019-02-01 |
|
total_area
|
It must be either a non-negative decimal or a non-negative integer.
|
34232.43 42534 7687.76 |
|
percent_area_of_rooms
|
Enter a value only if the total_no_of_rooms is greater than 0. The input must be either a non-negative decimal or a non-negative integer, and no percentage sign (%) must be included. The valid range between 0-100. |
21.32 54 0 100 |
|
percent_area_of_desks
|
Enter a value only if the total_no_of_desks is greater than 0. The input must be either a non-negative decimal or a non-negative integer, and no percentage sign (%) must be included. The valid range between 0-100. The sum of the percent_area_of_desks and percent_area_of_rooms must not exceed 100%. |
21.32 54 0 100 |
Step 4. Save the Data File
Before you save the file, make sure that:
- The workbook name is not changed and it remains space_cost.xlsx.
- The sheet name within the exported workbook remains space_cost.
Upload the Data File
- From Eptura Home, click the Upload button and the File Upload form displays.
- From the Currency, select the currency.
- From the Area measurement unit, select either square feet (Sq. ft.) or square meters (Sq. m.).
- Upload the field by either:
- Click the browse files and then navigate to and select the file.
- OR drag and drop the file onto the form.
The file will be uploaded and the system completes the formatting and data validations.
If data errors are found then a notification displays and you can download the "Errors List" file where you can see what data and the reason why an error occurred. For example,
