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Import Records

Overview 

The purpose of this screen is to help new users quickly transition to the full capabilities of StockManager by importing previous animal records. Additionally, the screen enables users to import animal data files provided by external sources on an ongoing basis.

The screen displays all previous animal record imports for a Farm, enables a user to initiate new imports and see duplicate or error reports associated with individual imports.

Notes on how Imported Records are treated within the system:

  • Animals that are new to the Farm will be assigned "Added" status on import unless the most recent Status value for the animal on the file is "Died", "HomeKill", "Slaughtered" or "Sold"​. In this case, they will be assigned "Deleted" status.

  • Animals that are already in the system with the most recent Status value for the animal on the file of "Died", "HomeKill", "Slaughtered" or "Sold" will be assigned "Deleted" status.

  • Animals which are assigned "Deleted" status will have their records imported to the web portal but not to the farm tablets on sync to ensure minimal sync time. NOTE: A future web portal update will allow users to change the status of these animals to "Restored" which will enable sync to tablets.

  • Data can be imported to animals with "Deleted" status, but this will only be displayed on the web portal. If the data includes a new status to the animal record that is after the date/time of the Deleted status entry, then the record will sync to the farm tablets on their next sync

This documentation covers:

  1. How to prepare a correctly formatted import file

  2. How to create and view animal record imports

  3. How to view and interpret duplicate reports

  4. How to view and remediate import errors

 

Prepare Import FIle

A key design principle of StockManager is that all data elements and available values are standardized to enable providing users with real time benchmarking data. This is facilitated in the application by providing standardized data elements and available values.

For imported records, this means that the input file data must conform to StockManager standards for record date, animal tag information, data element name and values to be imported.

Click here for detailed instructions and tools to assist in the preparation of the Import File.

 

Select Import Records Function

From the Home Page on the web portal, select the Records menu item. This will present a menu of options. Select the Import Records menu item to display the Select Farm screen.

 
 

Select Farm

StockManager provides the ability to grant authorized users the ability to Import Records to multiple farms. To ensure that the records to be imported are assigned to the correct farm, simply select the down arrow in the Select Farm box and select the name of the Farm to import records into. This will present the Import Records page for that farm.

 

Import Records

Once the farm has been selected, the system will display a screen similar to what is shown below. The information on the screen is:

  • Farm Name - from the previous selection

  • Select File

    • Opens the file browser on the device to select the import file (limits selections to .csv files)​

    • Once a .csv file has been selected, it will place the name of the file in the field

  • IMPORT button

    • Remains inactive (gray) until a .csv import file has been selected

    • Once selected, this will initiate the import. This will be indicated by a new row being added to the top of the Import History table with "Processing" status displayed

  • Import History Table including:

    • Date - displays the date the import was initiated

    • FIle Name - the file name of the import

    • Status

      • ​Errors - indicates that there were issues with the data in the import file and no data was imported.
      • Processing - indicates that a new import has been initiated and has not finished
      • Success - indicates that all records have been imported without errors or duplicates
      • Success - duplicates - indicates that unique records have been imported but some duplicate records were on the file and were not imported.

    • Display

      • Duplicate Report - if the import file contains duplicate data (same date, time, tag information, data element and data element value), this link will be shown. Selecting it will display the report of the duplicate data (see below)

      • Error Report - if the import file contains erroneous data (missing or not conforming to StockManager standards), this link will be shown and no data on the file will be imported. Selecting it will display the report of the errors so these can be resolved on the import file and import attempted again.

 

Duplicate Report

If Duplicate Report is selected from the Import History table it will display the details for any duplicate records (same date, time, tag information, data element and data element value) in the import file that are already in the system. 

The information on the screen is as follows:

  • EID - up to 15 digits

  • Animal Type - Cattle, Deer or Sheep

  • VID Year - 9999 or 2007 - 2019 

  • Visual Tag # - any 20 character string

  • Data Element - StockManager standard data element name 

  • Value - StockManager standards conforming value for the data element

  • Date - date when the data was recorded to the animal record

  • Time - time when the data was recorded to the animal record

 

Error Report

If Error Report is selected from the Import History table it will display error details for any record on in the import file. This is provided so errors can be resolved on the import file and import attempted again.

The information on the screen is as follows:

  • File Line - the line of the import file where the error occurred

  • EID - up to 15 digits

  • Animal Type - Cattle, Deer or Sheep

  • VID Year - 9999 or 2007 - 2019 

  • Visual Tag # - any 20 character string

  • Data Element - StockManager standard data element name 

  • Value - StockManager standard value for the data element

  • Date - date entry that indicates when the data was recorded to the animal record

  • Error - description of the record error

Common errors:

  • Date - incorrect format or exceeds acceptable range

  • EID - exceeds 15 digits, contains alpha, special characters or spaces

  • Visual Tag Number - exceeds 20 characters

  • VID Year - >4 digits, exceeds range (2007 - 2019 + 9999)

  • Animal Type - does not match acceptable options (Cattle, Deer or Sheep)

  • Data Elements - does not match StockManager standard values

  • Values

    • Dates - wrong date format or acceptable range

    • Numeric values - exceeds acceptable range or non-numeric values

    • Text - exceeds field length or does not match format rules

    • Available values - does not match StockManager standard values

  • Others

    • Same EID on two records with different Animal Types​