Smart Import

In addition to the standard import function, SmartTrackers now offers a smart import feature. Using Artificial Intelligence (AI), data is automatically matched to the correct gauges and gauge templates.

Previously, import files had to follow a fixed format, which often resulted in errors or failed imports. With the smart import feature, this fixed format is no longer required. This makes importing data faster, easier, and more user-friendly.

There are a few important points to consider before performing a smart import:

1. Uploading a Document

• The document must be an Excel file (.xlsx).
  (This file can also be generated using tools such as Google Sheets or LibreOffice.)
• Ideally, the file should only contain the data that needs to be imported
• Remove as much noise as possible, such as empty columns, unnecessary tabs, or explanatory text.

2. Category and Language

• You will be asked to select a category. Choosing a category tree helps the AI determine which meter templates to search within to correctly map the input
• Selecting a language only affects the output.

3. How the AI Works During Import

• The AI scans the available gaugetemplates and determines whether they can be mapped to the values in the uploaded Excel file. This is based on th   e selected category (within the chosen category tree) and the meter name of the template.
• The AI then generates an overview of the gauge templates it has identified and maps them to a category, organizational unit and fills in the data.
• After uploading the file, you will see an overview of how the AI has recognized and linked the data. If something is incorrect, such as the activity classification or organizational unit, you can clarify how the results should can be improved. Then click “generate again” to update the results. 
• Once everything is correct, click “Import data.” A CSV file will then be automatically generated in the required import format, after which the data is processed via the standard import function. 

4. Processing in the standard import function

The standard import function checks whether a gauge already exists with the same name and period as in the uploaded file.  

• Is there a gauge with the same name as the gauge template?
  Is the gauge empty or set to concept? 
  → the value will be filled in or overwritten.
• Is there a gauge with the same name as the gauge template, but the value has been submitted, approved, or finalized?
  → An error message will be shown.
• Is there no gauge but there is a gauge template?
  → A new gauge will be created based on the available template, and the value will be filled in.
• Is there no matching gauge template?
  → No gauge will be created, or a potentially incorrect meter may be created.

Summary

This feature:

• Works only with Excel files
• Generates imports only for gauges that have existing templates
• Does not perform calculations
• Supports only the time intervals months, quarters, semesters, and years
• Works best with Excel files that contain only the relevant data

The uploaded data is analyzed by AI running in a secure Visma environment.