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Import Locations

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Eptura - Portfolio Manager

You can bulk import structured location hierarchies such as sites, buildings, floors, and spaces. Then you can associate people to those locations using a spreadsheet format. After the import, you will receive clear statuses and error reports for any records that weren’t successfully imported, so any issues can be corrected.

Contents

Location Template File - this includes the template instructions and more details about the tabs and columns found in the spreadsheet.

Step 1. Download the template file

  1. From the Home screen, click Portfolio Manager and the Portfolio Manager screen displays.
  2. Click the Tools menu and then select Import locations.

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The Locations screen displays.

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  1. Click the Import button and Import person assignments form displays.

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  1. Click the template to download it.

Step 2. Complete your data

We recommend you review the Location Template File (section below) as this includes the template instructions and more details about the tabs and columns found in the spreadsheet. This will help you to reduce any inaccurate or inconsistent data that can cause import errors.

Spaces - It is important to remember that if you include spaces in this import, these will be created in the Portfolio Manager, but if you later use the Floor Plan Importer then any space names (spaceName) that don't match will be removed during the importer process. This way, the Floor Plan Importer is the source-of-truth for the spaces. Learn more about Floor Plan Publishing.

  1. Fill in your data and review carefully. 
  2. Save the file as .XLSX with a max file size of 500KB.

Step 3. Upload the import file

  1. Drag and drop the file on the form or click the browse files and select the file to upload it.

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  1. Click the Done button and the file is uploaded.

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Action Required

If the import has an error, then you can download the report called {file_name}_results.csv and it will display the error message and from this you can correct the import file.

Make sure you correct your import file and not the report file.

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  1. After the import was run, you will see the status changes to Success.

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Step 4. Verify the locations

  1. Navigate to the Portfolio Manager to see the newly created sites, buildings, floors, and spaces.

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Step 5. Optional - Move the site into a region

If you want your site to be in a region, then you can make this change.

  1. From the Home screen, click Portfolio Manager and the Portfolio Manager screen displays with the Buildings tab selected.
  2. Click the Sites tab.

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  1. For the site you want to change, click the Edit icon and the Edit Site form displays.

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  1. From the Region drop-down, select the region.
  2. Click the Save button and you can see the site has been moved to that region. Learn more about regions, in Portfolio Manager Overview.

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Location Template File

The templates_import-locations-template.xlsx contains the following tabs:

Information tab

The Information tab contains the instructions for the import file.

Space Imports

This Excel file contains templates to import a variety of space information, including:

  • Sites
  • Buildings
  • Floors
  • Spaces

Each Import has a specific sheet for you to fill in named {Entity}Import, for example, SiteImport. You can use this tab to fill in the information you want to import.

Make sure you do not re-order the sheets.

After you have finished filling in the appropriate Import Sheets, you can upload the import through the Portfolio Manager tool.

Each Import Sheet has the following configuration:

  • Column Requirement
  • Column Inclusions Row
  • Cell Color
  • Area Columns
Column Requirement
  • Mandatory - This column must always be present as this is how we uniquely identify your row.
  • Required - If included, the value cannot be blank.
  • Required* - This column must be included to create.
Column Inclusions Row

The imports allow you to do partial updates, letting you select which columns to include in your import. 

By default, the columns are set to Include for each import and these are the columns required to create. If you are running an update, then you can change the columns to Exclude columns that you don't need to update.

From the drop-down, select Include to update the column OR select Exclude when you want to leave the column as is.

For example:

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Any columns with Exclude is selected, it will use the 'default on creation if excluded' row value when the imported row is being created and note this is not configurable. 

Cell Color

The cell color gives you information about what is required.

Red - A value in this cell is required and running the import without this value will cause this row to error.

Yellow - A value in this cell is missing, but not required. This is valid, but a warning that the value will be removed if you are updating the row and there was a value for this Entity before.

Gray - This value will be ignored. This will show for any of the following:

  • The column is Excluded.
  • The row is being deleted and only the mandatory columns will be left without gray.
Area Columns

If you are entering:

  • Square Feet - Use the columns with a suffix of 'SquareFeet', this will automatically update the AreaM2. You must include the AreaM2 if you want the value saved.
  • Square Meters - Use the 'AreaM2' suffix column, overwritting the formula.

SiteImport tab

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  1. This template can be used to create, update, and delete sites.
  2. Only fill in the entries in the table, do not modify any of the information in Column A, or anything from Row 1 - Row 7
  3. When finished updating entries, you can use the Portfolio Manager tool to upload the template.
Column Requirement Table Header Description
Mandatory
siteName
Required*
code
Required*
addressCountry

Enter the country name and then select from the country list.

This uses the look-up from the Lists tab.
Required*
addressState

When the country is selected, then you can select from the state list.

This uses the look-up from the Lists tab.
Required*
addressStateCode
 When the state is selected, the field is populated from the Lists tab.
addressUnit
Required*
addressStreet
Required*
addressCity
Required*
addressPostalCode
siteTypeName

Known Limitation

This lookup is currently not in the List tab. The values you can use are:

  • Agricultural
  • Commercial
  • Cultural
  • Educational
  • Government
  • Healthcare
  • Industrial
  • Manufacturing
  • Mixed Use
  • Recreational
  • Research and Development
  • Residential
  • Transportation
  • Under development
  • Undeveloped
Required
ownership

Select from the ownership list either LEASED, OWNED, or NONE.

This uses the look-up from the Lists tab.
Required
measurementSystem

Select from the measurement list, either IMPERIAL or METRIC.

This uses the look-up from the Lists tab.
Required
timezone

Enter the timezone and then select from the timezome list.

This uses the look-up from the Lists tab.
Required
timeDisplayFormat

Select from the time display format list, either HR_12 or HR_24.

This uses the look-up from the Lists tab.
latitude
longitude
description
Required
designateAsCampus

Select from the designate as campus, either No or Yes.

This uses the look-up from the Lists tab.
mondayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
tuesdayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
wednesdayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
thursdayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
fridayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
saturdayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
sundayHours

Select the operating hours, either ALL DAY, CLOSED, or the time range.

This uses the look-up from the Lists tab.
delete

Select either No or Yes.

Yes, indicates that you want to delete the site.

BuildingImport tab

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  1. This template can be used to create, update, and delete Buildings
  2. Only fill in the entries in the table, do not modify any of the information in Column A, or anything from Row 1 - Row 7
  3. When finished updating entries, you can use the Portfolio Manager tool to upload the template.
Column Requirement Table Header Description
Required*
buildingName 
Required*
siteName
Required*
code
Required*
addressCountry
Required*
addressState
Required*
addressStateCode
addressUnit
Required*
addressStreet
Required*
addressCity
Required*
addressPostalCode
Required
status
Required
ownership
Required
timeDisplayFormat
buildingTypeName

Known Limitation

This lookup is currently not in the List tab. The values you can use are:

  • Assembly
  • Call Center
  • Commercial
  • Data Center
  • Educational
  • Government
  • Headquarters
  • Healthcare
  • Industrial
  • Manufacturing
  • Mixed Use
  • Recreation
  • Regional Office
  • Research
  • Residential
  • Retail
  • Utility
  • Warehouse
cost
targetMeetingRatio
targetSeatingRatio
latitude
longitude
description
useSiteOperatingHours
 Select either No or Yes.
mondayHours
tuesdayHours
wednesdayHours
thursdayHours
fridayHours
saturdayHours
sundayHours
delete

FloorImport tab

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  1. This template can be used to create, update, and delete Floors
  2. Only fill in the entries in the table, do not modify any of the information in Column A, or anything from Row 1 - Row 7
  3. When finished updating entries, you can use the Portfolio Manager UI to upload the template.
Column Requirement Table Header Description
Mandatory

buildingName
Mandatory

floorName

Known Limitation

The floor name must be between 2 and 40 characters, and if you have a floor name as 01 then the spreadsheet will remove the leading zero.

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Currently, we recommend you use the name as Floor 1
Required*

code    
Required

floorStatus    

 Select either ACTIVE or PLANNED.
Required

isGroundFloor    

 Select either No or Yes.

sequence  

 floorNumber    

Eptura Engage

If you are using Eptura Engage, then make sure you populated this column, as this is passed to this product app.

targetMeetingRatio    

targetSeatingRatio  
leaseRentableAreaSquareFeet    
Required leaseRentableAreaM2     You can set this column to Exclude and the area will populate when you use the Floor Plan Importer to import in the spaces.
interiorGrossAreaSquareFeet    
Required interiorGrossAreaM2     You can set this column to Exclude and the area will populate when you use the Floor Plan Importer to import in the spaces.
exteriorGrossAreaSquareFeet    
exteriorGrossAreaM2    
description    
notes    
delete

SpaceImport tab

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  1. This template can be used to create, update, and delete Spaces.
  2. Only fill in the entries in the table, do not modify any of the information in Column A, or anything from Row 1 - Row 7.
  3. When finished updating entries, you can use the Portfolio Manager tool to upload the template.
Column Requirement Table Header Description
Mandatory

buildingName    
Mandatory

floorName    
Mandatory

spaceName    
Required*

spaceTypeName    

Tip

When you are populating the Space Type, then use the default list, see Space Type Overview, or if your organization as changed or added to the list, then you will need to make sure you are using the correct space type name. We recommend you go to the Space Types to see what your company is using, see Navigate to Space Types.
Required

inheritSpaceFunction    

 Select either Yes or No.

function    
Required

inheritCapacity    

 Select either Yes or No.
Required

capacity    

If the inheritCapacity is Yes, then you can leave this value as 0.

If this is set to No, then you will need to add the plannedCapacity.
plannedCapacity    
areaSquareFeet    
Required areaM2    
description    
commonName    
email    
videoConferenceEmail    
Required when function is retained retainedType     Select either NEW_HIRE, CONTRACTOR, INTERN, or OTHER.
Required when function is retained retainedUntil     Enter a date that the space is retained. 
retainedNotes    
retainedFor    
delete

Lists tab

This tab contains the look-up data that populates the values.

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