OWLimport is the process of importing large documents like Excel, CSV, and JSON files. Once imported, these files will be ready to be used under the OWLvault product searches.
Steps to Perform OWLimport:
1. Upload an XLSX, XLS, CSV, or JSON file into OWLdocs using the Upload file process. The data source field is mandatory for all these file formats.
2. Once uploaded, click the action menu under the Action column and click OWLimport.
3. The field names from the uploaded file will appear on the left side of the mapping table. On the right side, you'll see the OWL global attributes available for mapping to the corresponding fields from the user file.
4. For instance, once an Excel file containing data is imported into OWL, all its field names will be displayed on the Mapping page, as illustrated in the screenshot. Person Data.xlsx
OWL import > Mapping
5. Next, choose the corresponding OWL system attribute for each field from the user file by selecting from the available global attributes listed under OWL
6. Once all fields are mapped, you have the option to save this configuration as a mapping template. This allows the system to auto-select matching fields when similar files are uploaded in the future. To do this, click the Save Mapping Template button. A pop-up will appear prompting you to enter a unique template name. After entering the name, click Save to store the template. The saved template will then be available in the Mapping Template dropdown. Note that saving a template is optional and can be skipped during the OWL import process.
7. Click on the Next button to complete the mapping.
8. You will be redirected to the OWL import records page. It will show all the Excel data in a tabular view with the initial seven columns from OWL to define the individual rows as a unique record. The columns are as follows: Case, Subject, Data Source, Record Type, 28 CFR part 23, Record Classification, and Data Access Right Level.
9. The Data source, Record Type, and Compliance details will be the same for all the individual rows since they are the same as what is defined for the file already.
10. Alternatively, you can assign a case or subject to individual records. To do this, select the specific rows you want to link, then click the Attach Record to Case/Subject button. A pop-up will appear allowing you to choose from the available case or subject options.
11. Once you've selected the case or subject, click Save. The selected rows will now display the chosen case/subject from the pop-up window.
12. Click Finish to finalize the mapping. You’ll be redirected to the OWLdocs page, where the file status will update to OWLimport Processed
13. To associate all imported records with the same case or subject, check the box labelled Select all the records in the file, then choose the desired case/subject from the Attach Record to Case/Subject pop-up. Clicking Finish will apply the selected case/subject to all records in the file.
14. You can later view these records by clicking the file name on either the OWLdocs or OWLvault page. Additionally, individual records can be linked to different cases or subjects if needed.