Importing data for knowledge articles in bulk from Excel sheets

As an administrator, import data from Excel sheets to create knowledge articles in bulk in BMC Helix Innovation Suite Knowledge Management (ISKM). You can import these Excel sheets by using the Data Management Console application. The application provides predefined Excel sheets that include the required data format and sample entries to help you prepare your data.

Predefined Excel sheet for importing data

You can use the Knowledge_Articles.xlsx sheet in Data Management Console to import article data to ISKM. This sheet provides information to create Knowledge Centered Support (KCS) articles. You can use this sheet for importing data for KCS articles. 

If you want to import data for reference, how to, or HR FAQ knowledge articles, you must update the sheet with corresponding Rich Text Format (RTF) fields. The following table provides the RTF fields and RTF field IDs for the knowledge article templates:

Template name	RTF field	RTF field ID
Knowledge Centered Support	Problem	302311201
	Environment	302311202
	Resolution	302311203
	Cause	302311204
Reference	Reference	302311201
How to	Question	302311201
	Answer	302311202
	Technical notes	302311203
HR FAQ	Question	302311201
	Answer	302311202

In a predefined sheet, the first and second columns provide information about the action for importing the data and the status of the data load operation. The first, second, and third rows provide information about the record definition to which the data is associated and instructions for entering the data. The fourth row provides the example values of the data. You must enter the data to import starting with the fifth row. Make sure that you fill in all mandatory fields. You can skip the optional fields marked in the sheet.

To import data

1. Log in to BMC Helix Innovation Studio.
2. Select Workspace >Data Management Console.
3. To launch Data Management Console, on the top-right corner of the page, click Visit Deployed Application.
4. In the Data Management Console application, click Templates. 
5. On the Templates tab, in the Download Template section, download the Knowledge_Articles.xlsx sheet to import article data.
   
    
6. Update the sheet with the data that you want to import.
7. In the Data Management Console application, navigate to the Import tab, and click New Import.

8. On the Update Data file pane, fill the fields as described in the following table, and click Quick Data Import.

   Field	Description
   Attachment Name	Enter the sheet name that you want to import such as Knowledge_Articles.
   File Description	Enter the description about the sheet that you want to import.
   Attachment Type	Select the attachment type as xlsx Attachment. If you want to upload attachments along with a sheet, you select the attachment type as Zip Attachment. The ZIP folder must consist of the sheet from which you want to import data and the attachments.
   Attachment in	Click Choose file and upload the sheet from which you want to import data.

9. To import the file to ISKM, select the file and click Data Load.

The Status column on the Import tab displays the status of the imported data. You can view the status by clicking the  icon in the Status Message column.

After the data import process completes, the status of each sheet's import is displayed in the Status column. The status can be either of the following:

• Processed: Data is imported successfully.
• Errored: Data is not imported due to errors in the sheet.
• Processed with Errors: Data is imported with some errors.
• Skipped: Data for already existing or duplicate entries is skipped.

To download the imported data, from the Data Load Result column, click the  icon.