Uploading Historical Data via Excel

Overview
When customers want to upload historical data to their account, it is crucial to provide them with clear and concise instructions. The following guidelines should be communicated to ensure that the upload process is smooth and error-free.

Steps to Upload Historical Data:

1. File Size Limitations

• Maximum File Size: Ensure that the Excel file being uploaded is under 2MB. If the file exceeds this limit, advise the customer to split the data into smaller files. For example, if the historical data spans several months, suggest breaking it down by weeks or days.

2. Data Formatting Requirements

• Parameter and Device IDs:
  • Ensure that all parameter and device IDs in the Excel file are correctly inputted. Incorrect IDs can lead to data mismatches or upload failures. Encourage customers to verify these IDs in their account prior to uploading.
• Date Format:
  • The date format must be DD/MM/YYYY hh:mm. This format is critical for the system to parse the data accurately.
  • Provide an example: If the historical data point is for January 5, 2024, at 3:30 PM, it should be entered as 05/01/2024 15:30.
• Data Types:
  • All numerical values should be defined as numbers, not as formulas or text. This ensures that the system can correctly interpret the data during the upload.
  • Advise customers to check that no cells contain formula outputs (e.g., =SUM(A1:A10)) and instead replace them with the calculated values.

3. Excel File Structure

• Header Rows:
  • Advise customers to maintain a clear structure in their Excel file, including headers for each column (e.g., Date, Device ID, Parameter ID, Value). This helps in mapping the data correctly during the upload process.
• Column Order:
  • Suggest a recommended column order to avoid confusion, such as:
    1. Date
    2. Device ID
    3. Parameter ID
    4. Value
• Data Integrity:
  • Encourage customers to review their data for accuracy before uploading. Any discrepancies in the data can lead to significant issues in analysis and reporting.

4. Common Issues and Troubleshooting

• If customers encounter errors during the upload, check for:
  • Incorrect Date Formats: Ensure that all dates conform to the specified format. Suggest using Excel's "Text to Columns" feature to convert date formats if necessary.
  • Empty Cells: Advise customers to avoid empty cells in crucial columns, as this can lead to upload issues. If necessary, they can fill empty cells with placeholder values (e.g., "N/A" or "0").
  • Invalid IDs: Double-check that all parameter and device IDs are valid and exist in the system. If a customer is unsure, they can refer to their device list in the dashboard.
• Error Messages:
  • Provide a list of common error messages and their meanings:
    • "File too large": The uploaded file exceeds the 2MB limit.
    • "Invalid date format": One or more dates do not comply with the DD/MM/YYYY hh:mm format.
    • "Unknown Device ID": At least one device ID does not exist in the system.

5. Additional Tips

• Test Uploads:
  • Encourage customers to perform a test upload with a small dataset to ensure that everything is functioning correctly before attempting to upload larger datasets. This minimizes the risk of errors and saves time.
• Backup Data:
  • Advise customers to keep a backup of their original Excel file before making any changes or uploads. This ensures they can revert to the original data if needed.
• Contacting Support:
  • If customers continue to experience issues, suggest that they reach out to support for further assistance. Provide specific details about the error messages received, the size of the file, and any other relevant information to expedite troubleshooting.

6. FAQs

• Q: Can I upload multiple files at once?
  • A: Currently, the system only allows for one file to be uploaded at a time. Ensure that all data is combined into a single file before uploading.
• Q: What happens if my upload fails?
  • A: If your upload fails, review the error messages provided, correct any issues, and try uploading again. If problems persist, please contact support for assistance.
• Q: Is there a limit to how much historical data I can upload?
  • A: While there is no strict limit on the amount of historical data you can upload, we recommend breaking it into smaller files to ensure smooth processing.
• Q: What should I do If my Excel file exceeds the 2MB Limit?
  • A: Advise the customer to split their historical data into smaller files, such as breaking it down by weeks or days, and ensure each file is under the 2MB limit.