Data Structure
The Data Structure screen details the file setup for automated data refresh and includes:
- File naming
- Order of file loading
- File headers
- Action for each file (Merge or Union)
The main data file will be indicated as the base file, with additional files added with either a Merge
or a Union
Following Implementation, it is possible to upload additional files in this section, as well as update and remove existing files
Dependent upon the architecture specified in Tenant Structure, the Data Structure screen will differ
People only tenant architecture
For this structure it will only be possible to add, remove or edit people data files
People, Positions and Links architecture
If this has been configured, it will be possible to add, remove or edit data for each dataset type
If the same file is to be loaded in the people, positions and links dataset, it may appear on each section
To navigate between the three sections, simply click on the relevant buttons
Uploading New Files
It is expected that the hub will already have at least one dataset uploaded for the dataset types in the architecture that has been configured during the implementation process
For that reason, the previously uploaded dataset will be the base dataset, therefore this guide will show you how to add additional datasets using the merge and union operations
Any files uploaded in this step do not need to be full data files and can simply be examples with the first few rows of data as long as all column headers are present
To upload a new file either:
A. Select the
Upload
button and choose the file to be uploaded using File Exploreror
- B. Drag and drop selected file onto the upload area
Multiple files may be uploaded at this stage if required
Once uploaded, the file will appear in uploaded files panel
Hovering the mouse over the uploaded file will display three possible options for the uploaded file:
- a. Show File
- b. Edit File
- c. Delete File
The next step in the upload process is to:
- Select the uploaded filename from the dropdown list
- Select the action for the file:
Upload Action
The choice of action for each new file is to either Merge the file with the base file or Union to the base file
This diagram shows how file 1 (Base file) and file 2 (merge.csv) have the same Employee ID
and file 2 has one additional field, Performance Rating
which will be added as an example of a Merge
File 1 (Base file) and file 3 (union.csv) have the same data within the fields but the property headers differ e.g. Employee ID
and Employee Number
The files are Unioned as the columns contain the same data (but have alternative names) and so the data should be appended to the columns that already exist
This functionality prevents the creation of multiple columns containing the same data
The extracts from the excel files below highlight the headers and the data that they contain
Note: Columns may be used more than once to Union files
File 1
File 2
File 3
Employee Number
would be unioned to Employee ID
, Gender
and Date of birth
would be unioned to their corresponding Gender
and Date of birth
in file 1 and Name
in file 3 would be unioned to Fullname
in file 1
Note: There is no limit on the amount of additional files that can be uploaded
Merge
If the new file being loaded is adding only additional columns/properties of data that were not previously in the base file, the Merge
option should be selected
This means no extra rows are added to the data structure
Note: Both files need to contain the exact same identifier property or ID
It is possible to merge a file not using the ID, however the merge property must be present in the base and additional file
- Select the
file name
you want to merge from the dropdown list - Select
Merge
from the action dropdown list - The Merge file window will be shown
- Select the
ID
ormerge property
from the base dataset Select the corresponding
matching ID
orproperty
in the Merge datasetThese do not need to have matching headers to merge
Once selected, click
Apply
Once you click Apply
, the configuration will show you which headers you have merged on
Click Save
to save the merged structure
Union
If the file being loaded will add additional rows and additional columns of data to the data structure, i.e. to add more nodes, then Union
should be chosen
- Select the
file name
to union from the dropdown list - Select
Union
from the action dropdown list - The
union table
box will be shown which displays details of columns in the base file - Use the scroll bar and dropdown boxes to match properties from union file to those in the base file. This will add nodes from each file under the same property in Orgvue
- Once you have matched all the headers, click
Apply
Any fields that are not matched as a Union will be available to add as additional properties in the Map Your Properties stage
Once you select apply, the configuration tab will show you that you have Unioned on multiple properties.
Select
Save
to complete the Union before navigating away from the page
Show File
To assist with the process of setting up or editing the data structure it is possible to view the details of the loaded file
The file may be shown either:
- A. When first uploaded
or - B. Once it has been added as a
Merge
orUnion
Selecting the Show File
icon at either stage will open a window which will display all of the property headers along with the sample of the records in the file loaded
Edit File
It is possible to add, edit or delete file headers from source files that have been loaded
Note: All additions and edits to headers must be an exact match to the source file that will be loaded during the data refresh process
The file headers may be edited either
- A. When first uploaded
or - B. Once it has been added as a
Merge
orUnion
Selecting the Edit
icon at either stage will open a window which will display all file headers and it is then possible to:
- Add new file header
- Edit file header
- Delete header from file
- Editing a header will open the property window to enable editing
- Select
Apply
to make changes
Note: It is not possible to edit or delete any property header that is being used to perform a
Merge
orUnion
If edits are required to these properties then the file should first be removed from the data structure and the edit then made to the file in the upload area
Add a New Header
To add a new header to source file:
- Select the
Add new
button - A new row will appear in the table
- Enter the
new header name
to be added to the dataset and choose the data type - Select
Apply
Edit File Header
To edit a file header select the edit icon for the header to be changed
Update the header to reflect the new Source Key name
Note: It is not possible to edit a file header that is being used to
Merge
orUnion
Delete Header
To delete header from the file
Hover over the header you want to remove and select the delete icon
Ensure you want to remove this header as this does not offer you a confirm deletion window
The deleted header appears greyed out at the bottom of the list with a red tag
Edit File Legend
When editing file headers a legend is displayed summarizing the changes
This allows the changes to be reviewed before applying to the dataset
Important: Once the changes have been reviewed, to apply the changes, click the
Apply
button
Note: You must also save the changes by clicking on the
Save
button
Remove Data Structure
A data structure may be removed either:
- Because it is no longer required in the automated data refresh
or - Changes to file headers used to
Merge
orUnion
are required
Note: Only the most recently added data structure can be removed
To remove a file from the data structure hover over the last file added and select the delete icon
If the file to be deleted is not the last shown in the data structure, then all files shown after the file to be deleted should be removed first, until the required file is shown last in list
A warning will pop up. Click Ok if you want to proceed
Once the file has been removed from the data structure it will still be available in the upload panel where it can still be edited or added to the data structure again
Delete file
To remove the data structure from the left-hand panel:
- Hover over the name of the file and select the delete icon
- A pop up will appear asking to confirm the deletion. Press OK
- Select
Save
to save your data structure update
Edit Merge File Configuration
It is possible to edit the file configuration for a merged file in the data structure
Note: It is only possible to edit a merged file if it is the last file in the list
To edit the configuration of a merged file:
- Hover over the
Merge
selection box and select the edit icon - This will open the Merge window where the merged properties from each file can be edited
Edit Union File Configuration
It is also possible to edit the file configuration for files that have been unioned
Note: You can edit a unioned file, regardless of where it sits in the list of merged/unioned files
To edit the configuration of a unioned file:
- Hover over the
Union
selection box and select the edit icon - This will open the Union table to enable editing the properties
- Once edits are complete select Apply
- Click
Save
to to save the new configuration