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Rules. (Required fields are marked with a Red background colour)
| Field Name | Description | Rules | Exception Handling | Values to be placed | Default Values | Field Type |
| Activity Code | This field contains the unique Code of an Activity | Must be unique for non-deleted activities (can use the same ActivityNumber as a deleted idea). 1-20 characters. | If the record data exceeds 20 characters, the record will NOT be imported. | If the field value is either blank or "NEW" then the number will be generated from the relevant department or subdepartments sequence which can be set up in the admin module. | Variable Character (20) | |
| Portfolio Level 1 | This is an indication of the Portfolio Level 1(department) to which the idea belongs. | The Level 1(department) selected must match up with the Level 1(departments) saved on the system. | If there is a spelling mistake or the Level 1(department) selected on the import does not meet the departments saved on the system, the record will still be allowed to be imported onto the system. However, the Level 1(department) field will be empty. | This will be determined by the users and the codes they associate with the Level 1(department). All codes will be unique. | Lookup ( Level 1 departments ) | |
| Portfolio Level 2 | This is an indication of the Portfolio Level 2 (sub-department) to which the idea will belong to. | The Portfolio Level 2 (sub-department) selected must match up with the Portfolio Level 2 (sub-department) saved on the system. | If there is a spelling mistake or the Portfolio Level 2 (sub-department) selected on the import does not meet the Portfolio Level 2 (sub-departments) saved on the system, the record will still be allowed to be imported onto the system. However, the sub-department field will be empty. | This will be determined by the users and the codes they associate with the Portfolio Level 2 (sub-department) All codes will be unique. | Lookup (Portfolio Level 2 (sub-department) ) | |
| Portfolio Level 3 | This is an indication of the Portfolio Level 3 (team) to the activity belongs to. | This value must be valid in the system. The Portfolio Level 3 (team) selected must match up with the teams saved on the system. | If there is a spelling mistake or the Portfolio Level 3(Team) selected on the import does not meet the Portfolio Level 3(Teams) saved on the system, the record will still be allowed to be imported onto the system. However, the team field will be empty. | This will be determined by the users and the codes they associate with the Portfolio Level 3(Team). All codes will be unique. | N/A | Lookup (Portfolio Level 3(Teams) |
| Initiative Code | This is the code of the Initiative the Activity belongs to. | This is the code of the Initiative the Activity belongs to. | Cannot be empty | N/A | N/A | Lookup (Initiatives) |
| Parent Activity | The Code of the Activity that is the parent of this activity | The code must exist in the system | This is a not required field. If it is not supplied the record will be imported | N/A | N/A | Variable Character (20) |
| Name | This field contains the name of the activity | Names cannot be duplicated. Names can contain alphanumeric characters. | Activity form names cannot be duplicated. Activity names must be unique in order for the activity to be imported. | N/A | N/A | Variable Character (200) |
| Who | This field contains the person responsible for the activity | The users need to be created on the system in order to be identified as persons responsible for the activity | This is a required field. If it is not supplied the record will not be imported | User | N/A | Lookup (Users) |
| From | Start date for the activity to begin | Calendar date, which states when the activity will begin. This will be calculated and overwritten if the activity is a parent activity. | This is a required field. If it is not supplied the record will not be imported | Any date. | N/A | Date time (YYYY-MM-DD) |
| To | The end date for the activity to be completed by | Calendar date, which states when the activity will end by. This will be calculated and overwritten if the activity is a parent activity. | This is a required field if the activity is not a Milestone. If it is not supplied the record will not be imported. If the activity is a Milestone, this can be blank. If the activity is a Milestone, this will be ignored | Any date. | N/A | Date time (YYYY-MM-DD) |
| Revised | The revised date for the activity to be completed by | Calendar date, which states when the activity will end by | If the activity is a Milestone this will be ignored | Any date. | N/A | Date time (YYYY-MM-DD) |
| Is Milestone? | Indicates whether the Activity is a Milestone. If it is, only the Start Date needs to be supplied | False or True | False or True | False or True | FALSE | Checkbox (Y/N) |
| Task State | This field contains the Task State of the activity | The task state selected must match up with the Task States in the system | This field can be blank, the record will be imported. | On Track \ Off Track \ At Risk \ Completed | On Track | Lookup(Task States) |
| Priority | Whether the activity is a priority activity or not | False or True | False or True | False or True | FALSE | Lookup (AccessLevels) |
| Is Confidential | Whether the activity is confidential or not | False or True | False or True | False or True | FALSE | Lookup (AccessLevels) |
| Is Locked | Indicates whether the Activity is a Locked. If it is, the End Dates will not be able to be modified from the front-end | False or True | False or True | False or True | FALSE | Checkbox (Y/N) |
| Percent Complete | Indicates how close to completion the Activity is, as a percentage | The field can only be a numeric value between 0 and 100 | N/A | N/A | 0 | Numeric (whole numbers) |
| Level | Specifies the hierarchy level of the activity | The field must be a number starting from 1 | This field can be blank, the record will be imported. | Number | 1 | Comma-separated list of Variable Character (20) |
| Predecessors | The activities that are predecessors of this activity | Must be an activity that already exists in the system or is contained in this sheet. The activities must be represented as a comma-separated list | This field can be blank, the record will be imported. | Comma-separated list | N/A | Comma-separated list of Variable Character (20) |
| Tags | This field contains tag name/s of the activity | Tag names length must be greater than 3 and cannot be duplicated. Tag name can contain alphanumeric | This field can be blank, the record will be imported. | Comma-separated list | N/A | Variable Character (255) |