1. Adding new records from HansaWorld to flex.bi
Adding new records from HansaWorld is simple. If you have set up automatic exporting from HansaWorld and importing into flex.bi then your new changes will appear after the new data is uploaded during the next automatic import.
2. Editing existing records in flex.bi
When you have edited a record and want the new changes to appear in flex.bi the steps required are entirely dependent on what kind of records you have edited:
1) If you have edited Transaction registers (TR) invoices, sales orders, transactions or other, the changes will appear after the next automatic import, similar to adding new records, or when you upload and import new file of this register.
2) If you have made changes to other registers like accounts, customer classification, item classification or object types, then you will need to re-import all the files associated with the record type you changed. You can do it manually by exporting data upload to source files and import or simply wait for next scheduled import.
Example: If you have updated of customer classification and analyzing sales data in HansaWorld Invoices Cube - it will appear in your reports in Flex.bi as soon as new classification ( CCLassVc), customer (CUVc) and Invoices (IVVc) file is imported in Flex.bi.You can do it also manually if you need it right away.
Please see list of full register names included for each cube :
3. Deleting records from flex.bi
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Data update, change or deletion
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When you delete records from HansaWorld and want these records to also be removed from flex.bi, you will have to follow these steps:
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Deleting data from flex.bi is a risky process that you should only do at your own risk. Backup all reports, data and calculated members before you attempt to delete anything. |
1) First you must find the cube that would contain the data you want to delete. If you want to delete an invoice, you have to find the invoice cube, transactions - Financials cube etc.
2) Now you have to back up the reports and calculated members located in that cube
a) Create a calculated member report - Create a blank report and enable all the calculated members in that report for the cube. This will ensure you wont lose calculated members that aren't enabled.
b) Back up all the reports by exporting the definition for the entire cube.
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| Most not enabled calculated members are used for testing, displaying the data in another way or for calculations that are not used in reports but are used for data validation. |
3) Delete the cube.
4) Delete the files that contain the records you want to delete (make sure to back them up) and upload the newly exported files that do not contain the records you want gone.
5) Re-import the data.
6) Import all of the report definitions you exported in the previous steps.
If you have not imported your files into flex.bi, then learn how to do that here.
Jump to a topic on this page:
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1. Data update, change or deletion
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How to Delete data
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How to delete data from the source data/source files tab
To delete data files -> Go to the Source Data tab and select the Source files tab. All the files that have been uploaded for the current account will be displayed in a list. Under the Actions column on right hand side are the options Delete, Delete data. Sometimes when files are not properly recognized by flex.bi the HansaWorld logo will not appear under the File Name and instead of the options to Delete and Delete data in the Actions column the options to Preview or Delete the data will be displayed.
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Selecting Also imported data will delete the file and all the data in data cubes that is being used from the file.
1.1.2 How to delete data manually through the SQL database
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This is a very sensitive task that requires knowledge and understanding of the steps and actions performed. Deleting or altering the wrong data can cause serious, irreparable damage to the integrity of your database and its data. |
To delete data/data files from your SQL database you need to first download an application that allows you to establish a connection to your database through which you can then make changes to the tables and data located in those databases. This is example is demonstrated while using SequelPro, but any other similar programs function by the same methods.
- Download SequelPro from the following link - http://www.sequelpro.com/download - and install it.
- Open SequelPro and establish a connection to your database by creating a new connection.
- Select your connection method - Standard, Socket or SSH and fill in the fields required to connect to your database. Consult your IT specialist or flex.bi support for the required connection information.
- Once connection has been established you should be able to select a database to display. For this task you will require to select flexbi_private.
- Once you have selected the database you will see all the tables that database has saved. Search on click on the source_files table.
- Once the source_files folder has been clicked on find and select the content tab or any equivalent of that tab in different program. We are trying to display the information that the table contains.
- You should now see data rows and columns that are located within that table with the data they contain.
- Find out the account number of the account whose source files you are trying to remove. It can be located in the flex.bi URL.
For the example given the account number is 44. - Now return to the source_files table data and search for the column called account_id. The rows with account_id that matches the account number you found in the accounts URL are the source files that account contains. Now you can manually delete all the source files associated with that account number.
- Once you have removed the required rows from the table, you need to also remove the files from your data/source_files folder. The files will be stored in a directory whose name matches the account_id of the account you want to remove the files from.
It is also possible to delete these files through SQL code, all you have to do is enter SQL code in your SQL command prompt that calls for the deletion of the source files where the account_id is equal to the account_id for your account.
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How to replace register files
To replace register files you have to delete the file and the imported data then upload the new register file using the Source Files tab. When you have deleted the old data/files and uploaded the new files you have to import the new data using the button Import in the Source Applications tab.
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How to empty cubes and re-import data
To empty a data cube you have to press the Empty cube button in the Analyze tab.
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When you press Yes all the data from the cube will be deleted (The cube definition, reports and calculated members will not be deleted). Once all the data has been deleted you can then re-import the data again by going to the Source Data tab and selecting the Source Application tab and pressing the import button. Data from all uploaded files will then be imported into the appropriate cubes and reports.
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Partial data upload for BIG databases
Partial data upload means that you upload data (invoice, activity, transaction registers and other transactional data) divided into several parts - by month, year, day or invoice number etc.
It is suggested for accounts that contain a large amount of data (>100 MBOver 50000 records). This makes it easier and quicker to both export data from HansaWorld and to upload/import it into flex.bi.
The idea of partial data upload is that you divide data into 2 parts:
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You can only divide the registers IVVc and TRVc into smaller segments, the other registers must be contained in one file.
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How to export data from HansaWorld for a partial data upload/import
For example if you have data for the years 2013, 2014 and 2015 till the end of April and you want to create the Sales data cube and update flex.bi with your monthly changes, you have to prepare this list of files:
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Please use filenames as mentioned above - number in the importing sequence and register name , for example ObjVc, IVVc and year, quarter, month , week, day of data. It will save us and for you a lot of time during system maintenance and regular data updating. In addition you can add name of register, if you like, but the you have write it correctly every time you Re-Import these files ( that might sound easy, but misspelling is very common problem of wrong data cases ) . If you are not using Objects or any other register in the system and exported file is empty, you do not have to export it or upload in Flex.bi, but you still have to keep the same numbering for all the rest of files - as they are in the sequence. It will make your life much easier in the future when you update files - so you know which files you have to reload after you update any of these files. |
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Uploading recently changed data (Updating your data)
When you have uploaded all the data listed above and at a later date you decide to update the imported data in flex.bi you will not have to delete all of your uploaded and imported data, but you will have to do the following:
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c) Item class deleted, TAB - Garden Tables --> Deleted / All Historical records will be available, will show in the Item class list.
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| If you would like to delete Historical data, that has been imported in your account, because records have been deleted from the system or you have simply imported the wrong data - you have to empty the data cubes. Emptying data cubes is covered in section 3.3 How to empty data cubes and re-import data. |
Editing existing records in flex.bi
When you have edited a record and want the new changes to appear in flex.bi the steps required are entirely dependent on what kind of records you have edited:
1) If you have edited Transaction registers (TR) invoices, sales orders, transactions or other, the changes will appear after the next automatic import, similar to adding new records, or when you upload and import new file of this register.
2) If you have made changes to other registers like accounts, customer classification, item classification or object types, then you will need to re-import all the files associated with the record type you changed. You can do it manually by exporting data upload to source files and import or simply wait for next scheduled import.
Example: If you have updated of customer classification and analyzing sales data in HansaWorld Invoices Cube - it will appear in your reports in Flex.bi as soon as new classification ( CCLassVc), customer (CUVc) and Invoices (IVVc) file is imported in Flex.bi.You can do it also manually if you need it right away.
Useful links:
Data update, change or deletion in flex.bi
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