Transformations can be used for several purposes. First they are the first and most robust way to import your existing (Excel) data into the system. A Transformation will allow you to map data from one field into another. It will even allow you to do calculations on fields, to add conditions before copy-ing. And, to make matters even more complex, it allows you to upload several files and put them all together as one big end-result.
All this can be done, by ‘simply’ configuring a transformation….
To configure your own transformation, we’ll start explaining the basics…
- Login as administrator and select the menu item ‘Transformation’
- select ‘Add Transformation’
- Now a screen appears with the following options:
- ‘Name’, the name of the transformation
- ‘Source document’ a document (form) has to be added as the source. Each line in this document will result in an output UNLESS the input/output is invalid. that way it will be skipped
- ‘Destination document’ a document (form) has to be added as the destination. This will be the end result of the transformation. This is your ultimate form… your everything!!!
- ‘Overwrite’, a critical one. If you define a ‘key’ (some sort of uniqueness, contract number, invoice number) in your destination form each added transformation will check if the keys match and if they do, the document is updated (if there is no key, everything will accumulated to one document).
- ‘input files’, if you have extra input files. You can select these here. Of course the files first need to be uploaded in Boost so that their definition (headers, types, etc) is known.
- ‘variables’, variables can be added. Advisable is to always at least add one, this is an easy way to distinct between runs.
- Here is example of how this could look:
- we’ve select the Source and destination document, we don’t want to overwrite any existing data, and we want each run we do to have a name.
- Clicking the Next button, bring us the next page, which lists all fields of the destination document. Here we can start adding a mapping. For each field choose a source field to map (if applicable). If you need fields from other input documents, just start typing and suggestions will show. Select the suggestion and click save
- We decided to map this destination part called ‘Bedrijfsgegevens – Bedrijfsnaam’ to the ‘Huurderlijst.Bedrijf’. Which basically says, map the field from the source form to the destination form.
- We click save and we have created our first mapping:
- Clicking the ‘Next’ button at the bottom of the screen brings us to the next step in the transformation, which actually is optional. If you decide to only map the fields, everything from the source will be copied to your destination form.
- Let’s decide that we want to do two things, we want to adjust the value ‘NYC’ to become ‘New York’ otherwise we just want to copy the value. So you click the ‘Add calculation’ button and a modal appears. This modal contains a lot of information. At the top you’ll see all available fields, each fields has an abbriviation. at the bottom we see the input fields: ‘Condition’ and ‘Algorithm’. The name says it all, the Condition is the condition on which the algorithm is executed. Next to that we have the ‘Add condition’ button, via which you can add a ‘else if’ condition. If the first fails than go to the second.
- The example above shows that if the value for abbrivation lh1 equals NYC we want to copy the value “New York” into the destination field. otherwise we copy the value of sh0 into the field.
- Note that if you use quotes (“) around your values, they will be treated as codes. however if you decide to use code, don’t use them with (“). a code will be replaced by the value of the field it represents. (I know, it sounds complicated, and it is, but I hope the example above makes it a bit more clear).
- If you’re wondering, what operations are available, please click the question mark behind ‘Condition’ to see what’s possible in a condition, or the one behind ‘Algorithm’ to see what kind of calculations you can do:
- Or a bit more complex:
- See if you can figure it out.