The program is equipped with a versatile import mechanism which can import resources, activities or an entire schedule from text files, XML files, databases or even from any web-page on the Internet. The process of importing data consists of two steps. The first is to specify the data-source and its format. The second is to let the program know what type of data is contained in each imported field. To start the import process, open a new or an existing file, and select "File", "Import" from the main menu.
Source Database Types
There are 4 types of sources from which data can be imported: Text File, XML File, MS Access File and a Web-page. You need to select the one you will be importing from in the "File Type" field at the top of the Import window.
A text file is the most common format to which data is exported from many applications. For example, Excel can export a spreadsheet to a comma or tab delimited text file. Such a text file has a very simple format. It is made up of lines of text, each line containing one or more fields of data. The fields are usually separated by a certain symbol, like a tab or a comma.
In some cases, however, the fields just have a predefined length, and the "leftovers" are filled up with spaces. Either way, you need to tell the program what the file's structure is so that it will know how to import it properly. The following settings allow you to do so.
- Delimiter – This is the symbol which separates between fields in a single line of text. The default is Tab. There are many other options including space, comma and more. You can also choose the option "Fixed Width", in which case you will be able to define the exact width of each field in symbols.
- Field Beginning/Ending – In case the text fields in the file are not just separated by a certain symbol, but also enclosed in additional symbols like quotation marks, you can specify these symbols in these two fields. Note that if you don't, the enclosing symbols will be imported as part of the values.
- No. of top lines to skip – If the file you are importing contains column headers, you can type "1" in this field in order to skip the header and not import its fields as actual values.
An XML file is also used by many applications to store and export data. The contents of an XML file vary greatly from one use-case to another, but the underlying structure is the same.
Our program knows how to parse any XML file and extract all the field values from it. What is left for you to do is to tell the program which field contains which type of data.
MS Access File
Access is a database application which stores its data in MDB files. Our program can open these files and import data from their tables. Since the data is already organized in tables, rows and columns, there is really nothing for you to configure in the first step except to specify the MDB file's path.
Any web-page on the Internet is a source of information. An Internet browser displays and organizes that information based on an underlying markup language called HTML, which tells it which fonts to use, where to place each element, what styles to apply and more. Our program knows how to extract the different elements of a web-page and sort them by their style and visual placement. For example, suppose there is a web page with names of rooms. Most likely that all the room names are displayed with the same font, and if a table is used in the HTML, they will all start at the same horizontal position.
The program will identify this and thus treat them all as a series of data of the same type. What will be left for you to do is tell it that these are room names and not instructor names (for example). You can type or copy/paste the address of the web-site to the "Address" field and when you press Enter, the program will process it.
Selecting the Type of Data of Each Field
After you have specified the format of the file and selected the file in the "File Name" field, the program will read the entire contents of that file. At this point it only knows how to distinguish between the different fields of data, but it does not actually know which data each field holds.
What the program will do at this stage is display all the fields it could extract from the file. Each field will be shown as a separate item in a list, with the title of the item being the first value of that field that the program stumbled upon in the file you are importing. For example, if you are importing a text file, and the first column contains room names, e.g. "Room 1,…", new line, "Room 2,…", new line, "Room 3,…" – the program will display an item named "Room 1". As an extra help measure, it will also show you the next 10 values (e.g. "Room 2", "Room 3", etc.) of that field but only if you expand the original field using the plus button at its left side. The total number of items of that field is also summed up there.
Once the fields are laid out in front of you, you need to select the type of data that each field holds. This is done using a dropdown popup list at the right side of the field. That dropdown list contains all the possible properties of resources, activities and scheduled cells. The selections that you need to make in that list depend on what you are importing.
This case is when you are importing a list of resources so that each item in the imported data source (e.g. line of text in a text file) contains the details of a single resource. If you are importing activities (so that each item contains multiple resources) follow the steps of the next section instead, but please keep reading this section because the information here will serve you as well.
At this stage you have the columns of the imported data listed in the Import window. Near each column you will see an editable field which initially says "Click to choose...". If you click it, you will see a popup list which contains all the types of resources. Find the resource type that you are importing and expand it using the small plus button. You will then see a list of properties. Choose the property which matches the data in the imported column by clicking inside the check box to the left of it.
You can repeat this process for the rest of the columns. Finally, click on the "Import" button at the bottom of the window.
Importing Custom Resources' Properties
At this point we would like to remind you about the concept of custom resources' properties because it may come in handy now. As you remember, the kind of "in-built" properties that the program has by default are only the ones that are relevant for scheduling. However, as a user, you are free to add many other properties which we call "custom properties". For example, by default, the program does not have an "Address" property for participants, but you can add it as a custom property. You can then have it displayed in a separate column in the list of participants, in reports and even in the schedule itself. And most important, you can import custom properties' data. You see, all the custom properties will be listed in the above popup list near each column just like the program's in-built properties.
The only thing to pay attention to is that you need to enter the custom properties in advance – before importing. This is done in the Institution pane, as explained in the beginning of the user's guide.
To be able to import activities, each row of the imported file needs to be composed of several fields. Each field corresponds to a different type of resource, all of which are combined into a single activity. Note that it is not necessary to import the resources separately – when you import the activities, the resources will be imported as well.
The popup list at the right side of each column contains the item "Activity" (or "Class" in case of a college institution). Under that item you will find all the available types of resources which form an activity. Select one of them for each column that you are importing – but make sure you do this only for columns which contain a resource's name. For example, if you are importing an activity "Supervisor X, Theme Y, Room Z" select "Activity:Supervisor" (or "Instructor") as the data type of the first column, "Activity:Theme" for the second column and "Activity:Location" for the third column.
If the imported file contains additional properties of resources and not only names, you can import them as well as part of the same import operation. For example, suppose the above imported file contains not only three columns like "Supervisor X, Theme Y, Room Z", but five: "Supervisor, Theme, Group, Participants, Location, Building". In such case, select the data type "Activity:Room" for the fifth column and "Location:Sub Location of" (or just "Room:Building" if the institution is a school or a college) for the sixth column.
To conclude, generally when importing activities, the columns which contain the names of the participating resources should be associated with the "Activity:[Property]" data type, and the rest of the resources' properties with the "[Resource]:[Property]" data type. When the import mechanism stumbles upon a new resource's name as part of an activity, it first searches for all that resource's complimentary properties, then imports the resource together with all the properties it could find for that resource, and finally imports the activity as a whole.
Importing Activities' Time Range
A time range of an activity specifies the weekdays, the date range and the starting and ending times of when it is scheduled. For example, a time range could be "1/1/2020 – 1/1/2021, Mo, We, 8:00-9:00". Note that a time range is not a single scheduled occurrence of an activity, but rather a general pattern which recurs for quite a long period of time.
All the available fields of a time range are located under the "Activity", "Time Range" item in the above popup list. The fields are: "Weeks", "Days", "Start Date", "End Date", "Weekdays", "Periods", "Start Time", "End Time".
Since in each institution in the world the weekdays could be named a little differently, there is a prerequisite for importing activities' weekdays. What you need to do before actually importing, is go to the Days page of the Resources pane and enter the weekdays there. Make sure the Name or the Abbreviated Name of each weekday is the same as in the file that you are importing. In the above example, the Abbreviated Name of Monday should be "M" and of Thursday should be "R".
When importing activities' periods, there is also a prerequisite to first enter them in the Periods page of the Resources pane. Make sure you specify valid start and end times for the periods before importing.
When specifying the "Start Date" and "End Date" the default order is "Day Month Year". If it's different than that, expand the "Start Date" or "End Date" field and you will also find the following options there: "Month Day Year", "Year Month Day" and "Year Day Month". Select one of them.
Note that after importing the activities with their time ranges, the activities will still not appear as scheduled at those time ranges.
To actually schedule them, you need to select all the activities in the Activities pane (by clicking on the first activity, then scrolling to the bottom of the list, and clicking on the last while holding down the Shift key on the keyboard), and then click on the "Schedule in Time Range" link in the Properties pane.
Importing an Entire Schedule
This is the case when you are importing a file which contains not only activities but also the times they are scheduled at, and each row specifies a separate scheduled occurrence (as opposed to a time range like above which specifies a pattern for scheduling many occurrences of the same activity). For example, one line is "Supervisor X, Theme Y, Monday, 8:00-9:00" and another line is "Supervisor X, Theme Y, Tuesday 11:00-12:00". These are two specific occurrences of the same activity.
In this case, the activity's resources should be selected as explained in the previous section, but the time fields should be chosen from the "Cell" item in the popup list. The "Cell" item has the following time properties: "Day", "Date", "Period", "Start Time", "Length" and "End Time". Note that you don't have to select all these time properties. You need to select either a "Day" or a "Date". And you need to select either a "Period"; or a "Start Time" and "End Time"; or a "Start Time" and "Length".
After importing the cells like this, you will immediately see all the cells appear in the schedule. There is no need to do anything else like in the case of time range import (where you had to use the "Schedule in Time Range" link).