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Appia® reference data setup

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You can customize lists in the Appia service, including the various drop-down lists and daily reports. You must enter values for these lists before they can be used. 

Please see these articles for information on specific reference lists.

The lists themselves cannot be deleted.

Some lists add fields in their respective areas when they are populated on the Reference List page. If the list has no value, you may not see the corresponding field in the Appia service.

Watch the video.

Import reference data

You can import a .CSV file of items, materials, or contractors into the Appia service. Importing updated information does not change the information already in use in a project.

The Appia service will not import any files that contain errors. The location and type of error will be displayed.

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  1. Select Reference Data from the Sidebar menu and select the type of list you are importing.

  2. Click Import.

  3. Click Choose File or Browse, depending on your browser.

  4. Navigate to and select the .CSV or Excel file that contains the reference data.

  5. Click Open.

  6. Click Upload File. 

  7. Tell the Appia service which rows of the spreadsheet don't contain what's being imported in the Select number of rows to skip field.   

  8. If you want your current reference data list to be overwritten, select the check box in the Options section that states Allow existing data to be overwritten. 

  9. If you do not allow the existing data to be overwritten, any reference data that is in the current list, regardless of whether it is also in the imported reference data file (according to the reference data ID), will remain unchanged. 

  10. Assign the column to a field using the drop down lists. 

  11. Click Import.  

When the import is complete, the Appia service displays the number of rows that have been imported or any errors that may have occurred.

Export reference data

The Appia service exports the active list.  For example, if you searched for all items with a unit of CY and then exported the item list, only the items with the unit of CY will be exported.

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The Appia service exports:

  • The item ID, description and unit
  • The material description, unit, material ID, and requirements
  • The contractor ID and organization, plus contact information and whether it is a DBE/MBE/WBE

  1. Select Reference Data from the Sidebar menu and choose Items, Materials, or Contractors.

  2. Click Export.

Search reference list data

You can search by any of the fields visible on the reference page. You must have the correct access role in order to access reference data lists. If you have any questions about your role, please talk to the system administrator.

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  1. Select Reference Data in the Sidebar menu.

  2. Select the type of reference data to search.

  3. Enter text in the Search field and click Search.

The reference list changes to show the data that meet the search criteria. To see the entire reference list again, clear the Search field and press Enter.

If you want the search criteria to match only one field, click the Advanced Search tab (represented by the three lines) beneath the Search field. Enter the information in the respective fields and press Enter to search. The advanced search may not be available for all reference data.