Import definitions are like scripts that tell FleetWave which data goes where when importing a file of data into the system.
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They are saved by the Import Wizard when creating a new import map, and save all the details of the column mapping performed as part of that process. You will see confirmation of an import definition creation on the summary screen (step 5) of the import process:
This means that if you need to import another file in the future which has the same format, i.e. same file type with the same columns in the same places, then you can select the existing import definition. This makes importing much quicker for instances where you receive regular files of data, such as a monthly fuel transactions file from a fuel card provider.
You'll be able to select the required import definition during step 2 of the Import Wizard process:
Each import definition is stored as a record in the Import Definitions table, which can be found under the Import/Export menu item. It is not possible to add records manually to this table, import definitions are only created via the Import Wizard, but you can edit existing records to alter some of the details:
- Active: This flag controls whether the import definition is available for selection from the dropdown during step 2 of the import wizard process (see screenshot above), so you can temporarily deactivate import definitions without deleting them.
- Description: This is effectively the name of the import definition and what is used to identify it in the above-mentioned dropdown field.
- File Type: Change the file type that the import definition processes.
- Allow Auditing?: This flag controls whether FleetWave keeps an audit history of the import definition.
- Keyword: Control who will have access to use the import definition by setting keywords.
- Send Email?: By default the import definition will instruct FleetWave not to send an email after a file has been imported, but if you want you can change this so that every time the import definition is used, an email will be sent, either with or without the import result details. When one of these options is selected, the following fields are displayed so you can specify where the email is sent, and what the subject and message says (this can be made different for successful and failed imports):