The following is a transcript of the video guide:
This is going to be a video guide for walking you through the process of loading a data file into the system to get a lot of data in, in a short amount of time. I'm going to show you what data files look like, what Dataloads are, and then I'm going walk you through creating a few of those. First I'm going to sign into my Hazard Scout home page, and since I'm an admin in the system, I can see the Control Panel link over here on the left, and then I also have access to the Dataload item within the Control Panel. If you don't have access to that you may need to talk to the administrator of your Hazard Scout website and that person can go into the Roles & Permissions and they can actually go down to the Dataload section, and they can give you permission to actually upload a Dataload right there.
Back to the Control Panel and the Dataload piece. This is the place that you go if you want to learn how to load data files or if you actually want to load a data file into the system. I'll click on that. I don't have any loaded into the system yet so it's blank right here, but I can create a new one by pressing New Dataload.
Before I get into actually showing you an example, I'm going to walk you through what a Dataload is and what does that word mean. This is the little help guide that we have listed on the website, and it gives you a good overview, and I won't read the whole thing to you. But it's definitely worth checking out. But basically, you know, in Hazard Scout basically everything that you can do, you can do it through the website.
If you want to create employees, I can go to the Employee page and I could hit Add Employee and I could type their name in right there and do it on demand. If I wanted to add trainings or job titles or whatever it was, I can load it manually through the website by going through these types of forms. But if you have a large amount of data, like maybe a lot of employees or a lot of job titles or field offices, or you know, whatever it is it probably makes sense to move that data into the system with a spreadsheet because it would be so much faster. A Dataload is just a spreadsheet.
It's just a plain Excel spreadsheet. It's saved as a CSV file. Normally Excel spreadsheets have, like an XL or an XLS or an XLSX file extension. You would save yours as a CSV.
Then you upload it to the website. Then the website takes that data. It goes through a validation process to verify that all of the information looks correct and it's not loading bad data, and then it'll give you an idea of what changes it's going to make to the system and if everything looks good to you and it's all valid, then you hit Run and it'll actually run all of the changes in that file. If I scroll down here, I can see the different types of data that I can load into the system.
I can load employees, field offices, lines of business, customers, job titles, the names of the different types of trainings. I can actually load completed trainings into the system. When your employee has completed their trainings can be loaded right there. The equipment can be loaded.
Then the history of the equipment and inspections can be loaded into the system. Let's go through one of these just to give you an idea of what we're working on here. I'm going to start with a Job Title one. That's one of the simplest Dataload options that we have here.
When I click on that, it takes me down to the JobTitle section and it gives me an overview of what that is. Basically this is going to be a listing of job titles that you have available for your employees. You would want to list all of the different job titles right here. It's got three columns within this, are expected within your spreadsheet.
The first one should be named Site. The second one should be named RecordType. The third one, Name. Actually the order doesn't matter of your columns, as long as they have the right column name, that's enough.
You can see an example spreadsheet right here in line. I can see I have a spreadsheet with Site set to acme, and that's the name of the demo company I'm showing right now. The type of data I'm loading in the system is a JobTitle, and then the name of the JobTitle is Field Technician, Field Supervisor, and so on. I can use this as a visual example or I can actually to click to download the example spreadsheet right there and I can open it up in Excel and then I will change the font a little bit to be easier for you to see.
Let's see, there we go. Now, with this spreadsheet, it's giving me a template of some fake data that I could load into the system, but I want to create my own data right here. I'm going to go ahead and clear the contents of these cells, and I'm going to create my own job titles right here. Let's see, I'm a Software Developer, so I'll type in Software Developer as one of the job titles.
Then, you know, sometimes, well, let's see. We'll do a few other ones. We could just have a Site Manager, and then an Operator. That type of thing.
I could save this file and then I can load it into the website. I'll do that and show you what it looks like. But I'm going to show you what it looks like to have some errors on your spreadsheet and how to work through those. For example, I'm going to go ahead and leave this field blank, so that would be an error.
You can't really have a JobTitle without actually having the title. Then for these right here, I'm going to actually have these be the same name. I'm going to have two JobTitles with the same name and that would also be an error. Let's save this spreadsheet to my Desktop.
I'll save it as Hazard Scout Job Titles. I've saved it there and now it's a spreadsheet sitting on my Desktop. If I go to my Desktop, I can actually view. I can see what data is in there, and actually, the way a CSV file works is you can open it in a normal text editor and you can see all it is, is comma separated values.
Each line is row, and there's a comma in between the values. It's really very simple data. But that's a good way to check and see what your data actually looks like if you wanted to do that. That's my spreadsheet.
We're going to go back to the DataLoad page and we're actually going to go ahead and create a new one right here. I'm going to upload the spreadsheet from my Desktop and it's that one I just created. Upload is complete. That happened really quickly.
I'm going to click Validate for the system to go through and make sure that everything looks correct. Right away, there's an error on Row 4. The name is blank, and that's not allowed. I say, "Well that doesn't sound right.
Let's go look at our Row 4." I look at Row 4 and sure enough, it is blank and it shouldn't be. I meant to put Operator there. I will put Operator as that job title.
I can save that. Then now I'm going to try it again. I'm going to go back and create a new DataLoad, I'm going to re-upload my spreadsheet, now with my new corrected Row 4. I'm going to hit Validate and I'm going to have another error that's going to show up right here.
Then so now it says there's an error on Row 2 and there's an error on Row 3. The name Software Developer should be unique but it's duplicated, so I can see that Row 3 also has the same JobTitle. We knew that was going to happen but that goes to show that the validation here, really it can look daunting, but if you really read the error messages, it's going to show you what row there's an issue with, and what exactly is the problem that it's running into. I'm going to go back over here and I'm going to change this to Site Manager and then this should resolve our issues now.
Now we should have some good data that we're going to load into the system. I go back, and I'll create, I've updated my spreadsheet and so I'm going to go ahead and re-upload it again. I'm going to hit Validate and it's going to look at that data again. Now it looks valid.
I get a green check box. It hasn't made any changes to the system yet. But it's just saying, "Hey, everything looks good. Just so you know, what we're going to do is we're going to create three JobTitles out of this."
That's a sanity check to make sure that what you were expecting to do with the Dataload was to create three JobTitles and that's what it shows here. If it says, "Creating 10,000 JobTitles," you might say, "You know what? That's not what I intended. Maybe there's a problem there."
Before I actually run it, I'm going to bounce over to my Control Panel and show you our list of JobTitles. Right now, we have 14 JobTitles in the system. Then, none of them have Software Developer, of course, because that's not a very usual title in the oil field. I'm going to go ahead and run this Dataload file.
I hit Run, it's queued. The system is waiting to run it. Now it says Dataload Ran Successfully. I can see a log of what it did and that it finished successfully.
If I go back to my list of Dataloads I can see, yep, the first two times I did it, there were errors, and now this final time it was successful. I can also view the details on one of these, and I can view the original spreadsheet and I can see, I can still see that history of what the problems were with it. If I want to, I can click on the spreadsheet and it will download it. I can see what data was actually loaded right there.
Now if I go back to my Job Titles Control Panel I can see, now we have our new Site Manger, and we have our new Software Developer and we have our new Operator job titles listed in the system. They're not assigned to any employee profiles because we just created them. But you can see, that's how we loaded job titles into the system. In that same way, you can load other data into the system.
Job Title is easy, because there's one column. But other fields have more columns. For example, Employee has, you know, maybe a dozen or more columns that you would need to fill out. You can view information about what's required in these columns and what's not required, what type of information it's looking for.
For example, the first name is required whenever you're going to create an employee. Then if I go down here, you know, their cell phone is optional. But you can, if you want to add a cell phone the column name would be CellPhone. Then I can see, again, an example spreadsheet in line right here.
I could download an example if I wanted to. Just to show you one more example, if I go to CompletedTraining, maybe I want to load the history of our trainings for all of our employees up into the system. Well, I could view the data that's required right here, but an easy way to, another easy way to do it is I could click on the Download Example Spreadsheet. Click on that, and then now I have an example to work from.
I can see I need to type in the employee number right here and then I need to list what trainings they completed. You know, I could type the name of the training in right here and then what date it was completed. I save that, and I upload it to the system and then that Dataload will create those trainings automatically right there. That's a fast, but pretty much covers everything overview of how the Dataload process works.
Don't feel frustrated if you are uploading these and see these error messages. The system is really pretty hard on you in terms of getting all the data exactly right. But then once it's in the system, it's going to be good, clean data and it'll be a lot easier to move forward from there. Definitely check out the other video guides if you have any other questions or contact us and we can definitely help you out as well.