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Loading foundation data for BMC Helix Business Workflows

As an administrator, your first task after activation is to load Foundation data into all three BMC Helix Innovation Studio environments provisioned by BMC. You can upload existing Foundation data from your existing BMC Remedy IT Service Management (ITSM) system, or you can upload fresh data into Remedy ITSM Suite and sync it with BMC Helix Innovation Studio. 

The Data Management Console application provided with the products enables administrators to load Foundation data in bulk to Remedy ITSM system or BMC Helix Platform. The BMC Helix Platform Sync utility provided with BMC Helix Platform synchronizes data between Remedy ITSM and BMC Helix Platform.

BMC Helix Business Workflows requires BMC Helix Digital Workplace Advanced which uses Remedy ITSM to maintain Foundation data. The Data Sync utility provided with BMC Helix Platform syncs data between Remedy ITSM and BMC Helix Platform.

Data load is a two-step process:

  1. Load data from a Remedy ITSM System. You can upload existing Remedy ITSM data, or upload new data to Remedy ITSM and then sync it with BMC Helix Platform. 
  2. Perform post upload configurations and update the Foundation data in BMC Helix Platform.

To load existing data from Remedy ITSM

To load existing Foundation data from a Remedy ITSM system, update the data to include information for BMC Helix Business Workflows. 

  1. Use the Data Management Console in Remedy ITSM to upload the following Foundation data specific to BMC Helix Business Workflows: 

    Foundation data to load

    Data Management console spreadsheet

    Considerations

    Company data

    Company.xlsm

    Only use this sheet if you need to add a new company.

    Note: If a company is defined with multiple types, the data is sync will only import it as a single company type. The top most company type in the following list is retained:

    a. Service Provider

    b. Operating Organization

    c. Vendor

    d. Manufacturer

    Support groups

    Support_Group.xlsm

    Use this sheet to add BMC Helix Business Workflows support groups.


    Agent and employee data

    People.xlsm

    Use this sheet to add agent and employee data.

    Ensure the following for agents:

    • The Support Group ID must be for a BMC Helix Business Workflows support group.
    • For all agents, set the value for Support Staff to Yes.
    • Email addresses must be formatted correctly.
    • All phone numbers must be in the e164 international phone number format.

    Site information

    Location.xlsm

    Use this sheet to add BMC Helix Business Workflows specific sites.

    Make sure that a value for State is populated. For a missing value, use Not Applicable.

    For details on loading the Foundation data, see Getting started with Data Management in Remedy ITSM.

  2. Synchronize the Foundation data to BMC Helix Platform.
    For more information about the Remedy ITSM Sync utility, see Loading existing Foundation data from Remedy ITSM.
    For additional information about data upload considerations, see Foundation data load and synchronization considerations.

  3. Go to Post upload configuration steps to complete the data upload.

To load fresh Foundation data from Remedy ITSM

To add new data to the system, you need to manually create the Foundation data in the spreadsheet templates and upload it using the Data Management Console. To upload fresh data for your organization, see Getting started with Data Management in Remedy ITSM.  After you upload the data to Remedy ITSM, sync it to BMC Helix Platform. Then complete the Post upload configuration for the data to complete the data upload for BMC Helix Business Workflows

For more information about the Remedy ITSM Sync utility, see Loading existing Foundation data from Remedy ITSM.

For additional information about data upload considerations, see Foundation data load and synchronization considerations.

To update and complete Foundation data after loading

After the data is uploaded update the data for BMC Helix Business Workflows. 

  1. As an administrator, log in to the BMC Helix Platform Data Management Console.
  2. Download the following sheets from the Data Load section of the Data Management Console:
    • People.xlsm
    • Location.xlsm
  3. Download the following sheets from the Templates section of the Data Management Console: 
    • People Data Template.xlsx
    • Operational Categorization Template.xlsx
    • Location Data Template.xlsx

  4. To update the Foundation data, perform the following actions:

    Action

    Description

    Update people records to add functional roles and pictures

    1. Copy the People IDs from the People Data.xlsx spreadsheet to the Person Data Template.xlsx file.
    2. In the People Data Template.xlsx file, on the Person tab, in the Functional Roles column, add a functional role ID for the person record.
      To add multiple functional roles for the person record, add the functional role IDs separated by semicolon.
    3. In the Person Image column, add a path to the image file for the person record.
    4. For a Case Business Analyst, add Named under License Type.
    5. Delete all columns except Data Load Actions, Data Load Status, Unique Person ID, Functional Roles, License Type, and Person Image.
    6. Upload the updated file to BMC Helix Platform.

    Add emails to all the primary organizations

    If required, add email IDs to all primary organizations.

    Add location data including regions, site areas, and site

    1. Update the Location Data Template.xlsx file to add Region - Site associations.
      You an associate a site only to the lowest region tier.
      For example, if you defined Region North America as the Parent for Region Canada, you can only associate the site to RegionCanada.
    2. If you use mutiple tiers for a site, upload the sheets one tier at a time using the different worksheets provided for each category tier.
    3. Upload the updated file to BMC Helix Platform.

    Add operational categorization data

    1. To add operational categories, update the Operational Categorization Template.xlsx file using the different worksheets provided for each category tier.
    2. Upload the updated file to BMC Helix Platform.

To synchronize Foundation data from Remedy ITSM

After you load the Foundation data, configure the ITSM Sync options to synchronize data between BMC Helix Platform and Remedy ITSM. For more information about this utility, see Scenario of continuously synchronizing updates to Foundation data from Remedy ITSM.

Related topics

Loading Foundation data in bulkLoading existing Foundation data from Remedy ITSM

 

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BMC Helix Business Workflows 20.02