How to Manage Scheduled Tasks Smart Import

A Smart Import (by definition) is an import mechanism that is matching objects between a system (e.g. SAP) and Fewzion with proactive issue detection and resolution.

The Scheduled Tasks Smart Import provides an automatic and customizable object matching by the Integration screens for task information from the Source system (e.g. SAP).

This guide introduces to administrators how to manage the Scheduled Tasks Smart Import (e.g. mappings) easily in Fewzion.

Step-By-Step Guide

This guide provides instructions on:

 

Editing the Scheduled Tasks Smart Import

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

Info

Click on the   icon if you would like to contact Fewzion support and start a conversation.
 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit.

 

Fill in the Smart Import details

The Integration details are displayed on the Details tab

 

The Name is the name used for the Smart Import on the Integrations screen

The ShortCode is the short code used for the Smart Import on the Integrations screen

The Icon is the image (max. size: 64x64 pixel) used for the imported tasks on the Process Plan and Schedules screens

Info

When the SQL Source is selected on the Source tab, the Details tab shows the Cron Schedules and Window sections.
 
The Cron Schedules section is the time-based schedule for the import. The Cron Expression specifies the periodical run time (e.g. daily at 5:30 am).
The Window section represents the date range to use for the Source (e.g. SAP). For example, select Source rows dated from "Today" till the "End of Time" (1-Jan-2050).

Fill in the Source details

Edit the connection details on the Source tab

Import from Excel

 

The Range represents the default data location (worksheet and range of cells) in the spreadsheet

Info

Please use the following format: =Sheet1!$A:$Q where
Sheet1 is the name of the worksheet
 
! is the separator of the worksheet and
$A:$Q is the range of the cells ($ is essential)
 

The Row Read Method represents the options when empty rows are found in the worksheet

Import from SQL

 

The Connection String contains the URL that connects the Source data to Fewzion.

Enter the Username, Password and Domain to connect to the external system (e.g. SAP) as a user

The SQL Statement is the inquiry that extracts data from the database

Tip!

After editing the SQL Connections details, test it (by the Test Connection button) and set the Cron Expression and Window sections on the Details tab before clicking Save.

Check the applied Lookups

Lookups match field values (e.g. LWLP1) from the Source system (e.g. SAP) to the existing field values (e.g. LW702) in Fewzion. The Lookup categories (e.g. Processes, Occupation Types, Task Types, Equipment Types and Locations) are available via the Lookups tab.

 

Info

To learn more about how to manage Lookups, see the e.g. Lookups section.

Check Processes Lookup

The From column (manually entered) represents the Processes in the Source, while the To column (drop-down list) represents Processes in Fewzion

 

Check Occupation Types Lookup

The From column (manually entered) represents the Occupation Types in the Source, while the To column (drop-down list) represents Occupation Types in Fewzion

 

Check Task Types Lookup

The From column (manually entered) represents the Task Types in the Source while, the To column (drop-down list) represents Task Types in Fewzion

 

Check the applied Mappings

Mappings match fields (e.g. ScheduledDate) from the Source system (e.g. SAP) to the existing fields (e.g. ScheduledDate) in Fewzion. Mappings are displayed on the Mappings tab

 

The Source column represents the fields in the Source system (e.g. SAP), while the Target column represents the fields in Fewzion.

A "tick" in the Sync column shows that the Source field is included in the Custom Script for Excel import or in the SQL Statement for SQL import on the Source tab.

Info

Import from Excel spreadsheet

If a new column (e.g. WO_Priority) is added to the spreadsheet and you’d like to import its records to Fewzion, please contact Support.

Import from SQL View

If a new column (e.g. WO_Priority) is added to the SQL View and you’d like to import its records to Fewzion, please follow the steps below:

    1. You need to select the records of the WO_Priority column by including its code (e.g. LTRIM(RTRIM)(WO_Priority)) as WoPriority) in the SQL Statement on the SQL Connections tab
    2. Manually enter the "WoPriority" text (by clicking on the field of the Priority row) in the Source column and tick in the checkbox of the Priority in Sync column on the Mappings tab
       
    3. Click Save
       

Please note, when a value (e.g. Panel1) is manually entered for a Source text (e.g. Locations) and not listed in the Custom Script / SQL Statement, this value will be the default value for every task that is imported into Fewzion. Hence, a tick in the Sync column is not necessary because the Target (e.g. Location) is not listed in the script / statement.

Check the Logs

The integration logs are displayed on the Logs tab. See more information in the Logs section

 

Info

The Log Level drop-down list allows administrators to change the displayed logs.
 
Error Logs will automatically generate Alerts in Fewzion.
To extend shown Log details, move the mouse over the Timestamp column, click on the arrow, select Columns and select the necessary information.
 

 

Lookups

Lookups match field values (e.g. LWLP1) from the Source system (e.g. SAP) to the existing field values (e.g. LW702) in Fewzion.

 

Adding a Process Lookup

In this exercise, we will add a Process Lookup matching Source Process "DD" to Fewzion Process "Central Work Shop"

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Add on the Processes tab

 

Info

An empty row will appear either on the top or the bottom of the table.

6. Click on the empty row in the From column to enter the name of the Source Process

 

7. Enter the Source Process name ("DD") and click on the empty row in the To column

 

8. Start typing the Fewzion Process name ("Central Work Shop") and the Process name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Process from the list.

 

Info

If the Process is not visible on the To column drop-down list, the Process needs to be added to Fewzion. Please following the instruction of the How to Manage Processes article to add the Process to Fewzion.

9. Click Save

 

 

Editing a Process Lookup

To change the Source Process

In this exercise, we will change the Source Process from DD to DD2ETU

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click on the Process to be edited (e.g. DD)

 

6. Change the value to the requested value (e.g. DD2ETU) and click anywhere on the screen

 

7. Click Save

 

To change the Fewzion Process

In this exercise, we will change the Fewzion Process from Central Workshop to Compliance

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click on the Process to be edited (e.g. Central Workshop)

 

6. Change the Process to the requested (e.g. Compliance)and click anywhere on the screen

 

7. Click Save

 

 

Adding an Occupation Type Lookup

In this exercise, we will add an Occupation Type Lookup matching Source Occupation Type "O" to Fewzion Occupation Type "Other"

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Occupation Types on the Lookup tab

 

6. Click Add on the Occupation Types tab

 

Info

An empty row will appear either on the top or the bottom of the table.

7. Click on the empty row in the From column to enter the name of the Source Occupation Type

 

8. Enter the Source Occupation Type name ("O") and click on the empty row in the To column

 

9. Start typing the Fewzion Occupation Type name ("Other") and the Occupation Type name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Occupation Type from the list.

 

Info

If the Occupation Type is not visible on the To column drop-down list, the Occupation Type needs to be added to Fewzion. Please contact Support to add the Occupation Type to Fewzion.

10. Click Save

 

 

Editing an Occupation Type Lookup

To change the Source Occupation Type

In this exercise, we will change the Source Occupation Type from "O" to "A".

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Occupation Types on the Lookup tab

 

6. Click on the Occupation Type to be edited (e.g. O)

 

7. Change the value to the requested value (e.g. A) and click anywhere on the screen

 

8. Click Save

 

To change the Fewzion Occupation Type

In this exercise, we will remove the lookup of the Fewzion Occupation Type ("Other"). Hence, this Occupation Type won’t be imported to Fewzion.

Info

When an imported task has this Occupation Type ("O") and the Smart Import does not find it, then this event will automatically create an Error log, generate an Alert in Fewzion and email the error details to the configured users.

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Occupation Types on the Lookup tab

 

6. Click on the Occupation Type to be edited (e.g. Other)

 

7. Click on the   icon to delete the Lookup

 

Alternatively, click on the X (that appears when you pull the mouse over the field) to delete the value of the Fewzion Occupation Type. This will create an error log if the Source Occcupation Type is found during an import

8. Click Yes to onfirm the deletion

 

9. Click Save

 

 

Adding a Task Type Lookup

In this exercise, we will add a Task Type Lookup matching Source Task Type ("W") to Fewzion Task Type ("Mining")

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Task Types on the Lookup tab

 

6. Click Add on the Task Types tab

 

Info

An empty row will appear either on the top or the bottom of the table.

7. Click on the empty row in the From column to enter the name of the Source Task Type

 

8. Enter the Source Task Type name ("W") and click on the empty row in the To column

 

9. Start typing the Fewzion Task Type name ("Mining") and the Task Type name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Task Type from the list.

 

Info

If the Task Type is not visible on the To column drop-down list, the Task Type needs to be added to Fewzion. Please following the instruction of the How to Manage Task Types article to add the Task Type to Fewzion.

10. Click Save

 

 

Editing a Task Type Lookup

To change the Source Task Type

In this exercise, we will change the Source Task Type from "W" to "G".

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Task Types on the Lookup tab

 

6. Click on the Task Type to be edited (e.g. W)

 

7. Change the value to the requested value (e.g. G) and click anywhere on the screen

 

8. Click Save

 

To change the Fewzion Task Type

In this exercise, we will change the Fewzion Task Type from Mining to Operational

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. Scheduled Tasks) to edit it

 

4. Click Lookups

 

5. Click Task Types on the Lookup tab

 

6. Click on the Task Type to be edited (e.g. Mining)

 

7. Change the Task Type to the requested (e.g. Operational)

 

8. Click Save

 

 

Logs

A log is a record of an event. We record different logs (error, warning, debug and info) for an Integration.

Error logs

Definition: An error log describes an event that causes data failure during the import. Error logs need to be investigated and fixed

The most common types of error logs for the Users Smart Import are:

    • Duplicate records for a task (work order)
    • Unable to find a match for Source Process
    • Unable to find a match for Source Occupation Type
    • Unable to find a match for Source Task Type

 

Duplicated record for a task (work order) in Fewzion

Example: "Multiple Fewzion tasks in Fewzion data for: 100299577020"

Explanation: More than one task exists with the same Source Id (100299577020) in Fewzion

Possible Cause: The work order appears more then once in the Source system

Solution: Contact the Planners of the Source system and provide the details of the work order (task) so they can delete the duplicated record(s) from the Source system

 

Unable to find a match for Source Process

Example: "AD Process was not found by exact match. Work Order: 600020233"

Explanation: The Source Process (AD) was not found in Fewzion by a lookup

Possible Cause 1: The Source Process (AD) does not have a lookup that would match this Source Process to the relevant Process in Fewzion

Solution: Add a lookup for the AD Process (see more information in the Adding a Process Lookup section)

Possible Cause 2: The Source Process (AD) has a lookup that does not matched to an existing Process (To column is empty) in Fewzion.

Solution: Select an existing Process in Fewzion (for more information see the To change the Fewzion Process section)

Possible Cause 3: A lookup exists but the From column (Source Process) has a typo in its text so the lookup can’t match the Source Process to the relevant Process in Fewzion

Solution: Contact the Planners of the Source system to get the correct name of the Source Process, correct it in the Lookup table and ask them to check the name of the Process in the Source system (for typos) to avoid further errors

 

Unable to find a match for Source Occupation Type

Example: "O Occupation Type was not found by exact match. Work Order: 100274190"

Explanation: The Occupation Type (O) was not found in Fewzion by a lookup

Possible Cause 1: The Occupation Type (O) does not have a Lookup that would match the Source Occupation Type to the relevant Occupation Type in Fewzion

Solution: Add a Lookup for the Source Occupation (see more information in the Adding an Occupation Type Lookup section)

Possible Cause 2: The Source Occupation Type (O) has a lookup that does not matched to an existing Occupation Type (To column is empty) in Fewzion.

Solution: Select an existing Occupation Type in Fewzion (for more information see the To change the Fewzion Occupation Type section)

 

Unable to find a match for Source Task Type

Example: "G Task Type was not found by exact match. Work Order: 600020295"

Explanation: The Task Type (e.g. G) was not found in Fewzion by a lookup

Possible Cause 1: The Task Type does not have a Lookup that would match the Source Task Type to the relevant Task Type in Fewzion

Solution: Add a lookup for the Source Task Type (see more information in the Adding a Task Type Lookup section)

Possible Cause 2: The Source Task Type (G) has a lookup that does not matched to an existing Task Type (To column is empty) in Fewzion.

Solution: Select an existing Task Type in Fewzion (for more information see the To change Fewzion Task Type section)

 

Warning logs

Definition: A warning log describes an event that can potentially be a problem.

Example: "Engineering & Maintenance Manager occupation was not found by exact match but found Manager Maintenance & Engineering as the closest match."

 

Debug logs

Definition: A debug log provides diagnostic information that is helpful to developers, system administrators, etc.

Example: "Scheduled Tasks Import Custom Script Start"

 

Info logs

Definition: An info log provides general information about the service (e.g. service start/stop, configuration assumptions, etc.)

Examples:"Scheduled Tasks Smart Import started...", "Scheduled Tasks Smart Import data returned."

 

Importing Spreadsheet

Importing spreadsheets from the Process Plan screen

To import a spreadsheet from the Process Plan screen, please follow the steps below

1. Click on the Planning Board icon

 

2. Click Import

 

The Smart Import to run represents the available Smart Imports

Info

If more then one Smart Import is available then a drop-down list appears.
 

The Select file to Import is the importable spreadsheet

The Range represents the data location (worksheet and range of cells) in the spreadsheet

Info

Please use the following format: =Sheet1!$A:$Q where
Sheet1 is the name of the worksheet
 
! is the separator of the worksheet and
$A:$Q is the range of the cells ($ is essential)
 

3. Click on the   icon to select the import spreadsheet

 

4. Choose the file and click Open

 

5. Change the Range if necessary by clicking on Change

 

Info

Please use the following format: =Sheet1!$A:$Q where
Sheet1 is the name of the worksheet
 
! is the separator of the worksheet and
$A:$Q is the range of the cells ($ is essential)
 

6. Click Import

 

Info

 
Please note that the import can take up to two minutes if thousands of records imported.

7. Check the import result

 

Info

If there were failed lookups during the import
 
check the Error Logs
 
and create the Lookups on the Lookups tab to avoid further issues.

Importing spreadsheets from the Schedule screens

To import a spreadsheet from the Schedule screens, please follow the steps below

1. Click on the Schedules icon

 

2. Click Import

 

The Smart Import to run represents the available Smart Imports

Info

If more then one Smart Import is available then a drop-down list appears.
 

The Select file to Import is the importable spreadsheet

The Range represents the data location (worksheet and range of cells) in the spreadsheet

Info

Please use the following format: =Sheet1!$A:$Q where
Sheet1 is the name of the worksheet
 
! is the separator of the worksheet and
$A:$Q is the range of the cells ($ is essential)
 

3. Click on the   icon to select the import spreadsheet

 

4. Choose the file and click Open

 

5. Change the Range if necessary by clicking on Change

 

Info

Please use the following format: =Sheet1!$A:$Q where
Sheet1 is the name of the worksheet
 
! is the separator of the worksheet and
$A:$Q is the range of the cells ($ is essential)
 

6. Click Import

 

Info

 
Please note that the import can take up to two minutes if thousands of records imported.

7. Check the import result

 

Info

If there were failed lookups during the import
 
check the Error Logs
 
and create the Lookups on the Lookups tab to avoid further issues.

The Result of the Smart Import

A Smart Import (by definition) is an import mechanism that is matching objects between a system (e.g. SAP) and Fewzion. In other words, Fewzion imports data from the Source system and displays it on its screens for the user.

The Scheduled Tasks Smart Import affects task information that is displayed on the Edit User screen as well as the Process Plan and Schedules screens in Fewzion.

On the Edit Shift Plan Task screen

The Edit Shift Plan Task screen can be accesses from the Planning Board, Schedules and Edit Shift Plan screens.

 

The grayed out (e.g. Work Order, Duration, etc.) fields are not editable in Fewzion because their data is imported from the Source system.

On the Process Plan and Schedules screens

 

An icon appears next to the task to indicate that the task was imported from a Source system.

Info

The icon is selected on the Edit Integration Source screen
The Import button is displayed if the "Allow AdHoc Import" checkbox is ticked on the Edit Integration Details screen.
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