Product data export/import

Who can use the product data export/import?

This is available for Company administrator users only.

How to use product data export and import?

Step 1: Download existing data

1. Being logged in, use this direct link https://app.evocon.com/#/settings/products/dataImport?reportName=ProductExport

2. Click on the “Download” button in the first section to get the current products’ data in an Excel file.

   • “Include deleted data” means including previously deleted items in the spreadsheet. All data that is deleted in Evocon is in a state called “soft deleted” (product stays in database, but is not visible in the user interface). If “Include deleted data” is checked, then deleted items will be shown in the exported file.

   

Step 2: Edit the Excel file to add/edit data

1. Open the downloaded Excel file and move through each tab from left to right.

2. Product groups

   • Adding new groups:

     • Go to the “Product groups” tab.
     • Leave the “Product group ID” field empty when adding new groups (this is automatically generated later).
     • Use Excel’s “UNIQUE” function if you have a list of groups, to get unique product group names. Here is link to guide how to use this function. If the group names are not unique, the import will fail.
     • Copy or enter the new group names into the “Product group name” column and mark them as active by entering 1 in the “Active or deleted item” column.

   • Editing existing group names:

     • Please do not modify the Group ID. Also, if it is removed, the system will treat the entry as new and attempt to create another group with the same name, which is not allowed.
     • Edit the group names as needed and save the file.
       • After making changes to group names and uploading the file, you will see errors for routes (because the products had the old group name attached). This does not require any action and the group names will be updated in the next file you download.

   • Deleting product groups is not possible via import, and must be done in the UI of Evocon.

     More info here.

3. Products

   • Adding new products:

     • Go to the “Products” tab.

     • Leave the “Product ID” field empty (this will be generated automatically by the system later).

     • Select the product group from the dropdown in the “Product group” column.

     • Enter the product code into the “Product code” field or in case you don’t use product codes, just copy the product name.

     • Enter the product name in the “Product name” column.

     • Enter the primary/main unit for this product in the “Unit” column (max 5 characters).

       For example: pcs, kg, l, t, m.

     • In case you use an alternative unit for this product as well, add it to the “Alternative unit” column. This is an optional field.

       For example: box, set, t.

     • Set the product as active by selecting 1 from the dropdown in the “Active or deleted item” column.

     • To add new products to existing stations, proceed to point 4 for routes.

   • Editing existing products:
     • Please do not modify the Product ID. Also, if it is removed, the system will treat the entry as new and attempt to create another group with the same name, which is not allowed.
     • Make the necessary changes (to product name, unit etc) and save the file.
     • To add existing products to a new station, proceed to point 4 for routes.
   • Deleting products:
     • Mark the “Active or deleted item” from 1 to 0 and save the file.

4. Routes

   • Adding new routes:

     • Each product that will be produced on a station, needs to have a separate row detailing the route settings.
     • Leave “Route ID” empty (these are automatically generated later).
     • Select the product code from the dropdown in the “Product code” column.
     • Product name is automatically filled after selecting the product code.
     • Select the station from the dropdown in the “Station” column.
     • Select the unit from the dropdown in “Cycle time unit” column. The “unit” will be replaced with your selected unit in the system.
     • Enter the ideal production speed for this product on this station in the “Ideal production speed” (Target speed) column.
       • This must be bigger than 0. Use comma or point for decimals and do not use thousands separators.
     • Enter the time in seconds for the stop start time (when the delay between signals becomes a stop) in the “Production stop” column.
       • This must be bigger than 0.
       • We recommend to use 180 seconds (3 minutes) if you have no exact knowledge of the real value yet.
     • Enter how many units are registered by one sensor signal in the “Quantity per sensor signal” column.
       • This must be bigger than 0 and the most used value is 1.
     • Select the conversion direction from the dropdown in the “Alternative unit conversion” column (if you use the alternative unit for this product).
       • 0 = Primary unit to alternative unit (1 primary = x alt).
       • 1 = Alternative unit to primary unit (1 alt = x primary).
     • Set the alternative unit value in the “Alternative unit value” column.
       • Enter the conversion value between units (e.g. if you entered "1" as the conversion direction, and enter "6" as the value, then 6 primary units (such as cans) = 1 alternative unit (such as a box).

   • Editing existing routes:

     • Please do not modify the Route ID. Also, if it is removed, the system will treat the entry as new.
     • Make the necessary changes and save the file.

Step 3: Upload the edited file

• After completing the additions or changes, save the updated Excel file.
• Return to the Data Import page and upload the file to complete the import.

Troubleshooting tips

• We strongly suggest using MS Excel to edit the file; other programs can create issues that we can not eliminate from our side.

• Verify that all required fields are filled.

• Use the dropdowns where possible, instead of entering values manually - this reduces the chances of making mistakes.

• Do not make changes to existing IDs.

• Use unique names and codes for groups and products.

• Ensure station names in the Routes tab match exactly with those in the Stations tab. This is easiest to do by selecting the stations from the dropdown and not entering them by any other way.

• If errors occur during upload, re-check the format and data consistency in the Excel file. There is also an extra validation message as a reminder:

  

  Error “Cell 'Product code' has incorrect format, change cell format to Text” when importing. This is how to fix it.

• If you are unable to identify the cause of the errors, please download the file containing the error descriptions and send it to [email protected]

  

Description of the exported Excel data file columns

“Stations” tab

1. Station ID: The unique identifier for each station.
2. Station name: The name of the station. Ensure this matches exactly when referenced in other tabs (like Routes).

“Product groups” tab

1. Product group ID: A unique identifier for each product group. Leave it empty for new entries - it will be auto-generated by import in the system.
2. Product group name: The name of the product group (required). Use a unique name for each group.
3. Active or deleted item: 1 indicates active status and 0 indicates deleted/inactive status (for example showing the deleted groups).

“Products” tab

1. Product ID: A unique identifier for each product. This is required when updating an existing product. Leave it empty for new entries - it will be auto-generated.
2. Product group: List of product groups the product can be added to.
3. Product code: A unique, mandatory code for each product, up to 50 characters. This field is required and helps to identify the product. In case you do not use product codes, just copy the product name to this field as well.
4. Product name: The name of the product (up to 200 characters, required).
5. Unit: The primary unit of measurement for the product (e.g., "pcs" for pieces, up to 5 characters).
6. Alternative unit (optional): An optional alternative unit for measurement, if applicable (e.g., "kg", up to 5 characters).
7. Active or deleted item: Use 1 for active products and 0 for inactive/deleted. 0 is essentially “soft deleting” the product (item stays in the database, but is not visible in the user interface).