On ACADEM, data can be completed/modified from the screens in each menu, or imported using the export/import of data tables.
Exporting data
Data table must first be exported from ACADEM, then completed, before being reimported.
Use the menu Data > Import > Data
On the Standard Import/Export page: select Exportation under the Group menu.
1/ Search for the data table(s) to be exported in the list of available tables at the bottom right of the screen:
2/ Select the table(s) to be exported and click on the green button at the bottom of the screen: Execute.
3/ A message appears on the screen confirming that the export is in progress and that the result will be posted to the user’s inbox: click OK.
ℹ️ Some data tables contain a lot of data and are very large to export. In this case, it is preferable to export an empty table template, in order to import new data into the existing table.
Check the ‘Empty template’ box at the top left of the page 👁️
4/To retrieve the export: hover your computer mouse over the ‘wheels’ icon at the top right of the screen, and click on the ‘inbox’ icon on the left:
In the inbox, two lines relate to the same export:
- the first line contains DATA LOGS information about the export: double-click on the line or use the download button 📥 to view the data.
- the second line allows you to download the DATA export: double-click on the line or use the download button 📥 to download the data table in the web browser.
5/ The export is downloaded as a zipped folder containing the table(s) selected.
The data tables can be opened in Excel and filled in with the data to be imported, then saved by the user.
ℹ️Tips for filling in a data table :
✅Each new item of data must have a unique identifier in the same table.
✅To add or modify just a few data items: it is preferable to export an empty table template, which is less voluminous to export and then re-import.
✅It is not necessary to fill in all the fields in the data table. Only mandatory fields and data to be added or modified can be filled in. This means that you can import a file with fewer columns than specified in the template:
– When a column is present in the imported file, but its contents are empty: the empty field will be valued as null.
– If the column is not present in the imported file, the field is not taken into account in the import, so its value will remain the same.
✅Only logical deletions are possible for data already imported into ACADEM: the row remains in the data table, and the value S (as in deleted) must be entered in the last column of the table suffixed _cmaj.
If the row is deleted from the reimported Excel file, the data remains in ACADEM.
✅To cancel a logical deletion of data: enter the letter M in the last column of the table with the suffix _cmaj.
Importing data
Once the data has been completed/modified and saved in the table in Excel format, the file can be imported into ACADEM.
⚠️ The file must be saved with the same name as the exported table, in capital letters (FACULTY, FACDEG, CONTRIB, etc.).
Import is performed from the menu Data > Import > Data
On the Import/Export page: select Importation + Standard import data
1/ Click on the blue Upload button, then select the Excel file to import from your computer.
2/ Finalise the import by clicking on the green Execute button at the bottom of the page.
3/ A message will appear on the screen confirming that the import is in progress and that the result will be posted to the user’s inbox: click OK.
4/ To check the import, move the computer mouse over the ‘wheels’ icon at the top right of the screen, and click on the inbox icon on the left to view the import report.
A line will appear in the inbox: double-click on the line or use the download button 📥 to view the import report.
A window appears at the bottom of the inbox, informing the user of the data added or modified during the import.
