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How to Import Custom Fields for Documents and Items Options

TABLE OF CONTENTS

How to Import the Custom Fields for Documents and Items Options

  1. On the Configuration page, go to the Custom Fields for Items or Custom Fields for Documents tab.
  2. Choose an existing Custom Field or add a new one.
  3. You will see the Edit Custom Item (Document) Field page. Click Import Options.
    An image pointing to the button that starts the option import process
  4. On the Import Options page, select if you want to import entirely new options or sub-options for an existing parent, Download the template, fill it out, and Submit the edited file. Please review the next section for tips on how to fill out the templates.

    A screenshot of the Import Options Page highlighting the required inputs

Please note that the default template structure must be strictly followed, and the file for upload should be in XLSX format.

How to Fill Out the Templates Correctly

Importing New Options

On the Import Options page, find the Import Custom Fields for Documents (Items) by field and select Import new options. When you press Download, you will get an XLSX file that looks like this.

A screenshot of the template you download to add new options

You will find three columns in the downloaded template:

  • Option Level — this is a level/sub-level of the option. It will help you import the list of options with the correct hierarchy. You can create options with levels from 1 to 5.
  • Code (optional).
  • Name.

Here’s how option levels are displayed in Precoro:

An image showing 5 option levels

Please note: Add the options to the template in the same order you want them to be displayed in Precoro.

Level 1 is the highest in the hierarchy. To create a sub-option for any option, place it below the parent option and increase the level by one.

In this example, we have an option with two sub-options, one of which also has two sub-options.

An example of filling out the template to create a new level-one option with two sub-options

Once you submit the template, this structure will be added to existing options (if any) and displayed in Precoro as follows:

A screenshot of the field's option table with imported options and sub-options

You cannot submit a template if the levels are missing. For example, a file like this will fail to import.

An example of a table with missing option levels which can't be imported

Importing Sub-Options for an Existing Parent

On the Import Options page, find the Import Custom Fields for Documents (Items) by field and select Import Additional Options for an Existing Parent. When you press Download, you will get an XLSX file that looks like this.

A screenshot of a template you download to add sub-options to previously created options

In this template, the Parent option column is to be filled with either:

  • an option already existing in Precoro;
  • an option entered in this file.

An option with the specified Code and Name will be created as a sub-option of the parent option.

For instance, filling the template like this will add two sub-options (Recruitment and L&D) to an existing option (Human Resources) and one sub-option (Coaching) to the option added in the template (L&D).

A sample filled template adding sub-options to previously existing option and to one entered in the file

Once you submit the template, this is how this structure will be displayed in Precoro:

A Precoro screenshot showing the imported options with correct hierarchy