Edit Data with SuperAdmin

GEMS Super Admin is a utility that can be used to add/modify data in bulk into GEMS, leveraging data scripts currently written and run regularly by our Global Data Management team.

The users of Super Admin are GEMS Administrators. Due to the potential impact on the underlying data should the wrong script run, or incorrect data be applied, access to the Super Admin tool is restricted only to users with the Administrator user license and “Super Admin User” privileges. This ability is only granted upon request.

If this feature is required, please reach out to your Client Support Representative to have this privilege provided.

To facilitate the bulk uploading of data into GEMS there are over 30 available templates where data can be entered/amended and then uploaded to GEMS.

SuperAdmin is accessed through a specific URL once the feature has been activated.

The login screen is shown below:

Enter your standard GEMS credentials to log in to the SuperAdmin portal.

The Super Admin Home screen is where you can select how you would like to edit or add data by either Download a Template, GBE Upload or Quick Edit.

1. Click the Profile icon and select Turn on GBE from the menu.

Your SuperAdmin Homepage will now look like this.

The Download a Template process will download a copy of a template to your local drive, this is usually the assigned Download folder of your Web Browser.

1. Click the Download a Template icon.

2. Select the Template that best fits your needs and click Download . The Template will be downloaded to the Download Folder of your browser.

1. Navigate to the Download folder of your Web browser.

2. Open the Excel spreadsheet.

3. Edit or modify the data as appropriate.

4. The Templates will contain instructions on how to correctly enter the data, this can be seen in the Notes tab. The instructions will also identify any Required fields that have to contain data, or the upload will fail.

5. Open the tab Sheet 1: Enter the data in this sheet.

6. Once all data has been added to the spreadsheet Save the new version of the document and Upload a Template.

7. Select the Template from the dropdown menu and Choose File.

8. Click the Upload button.

9. The list of items that will be updated will be displayed. Click Test.

10. When the test is completed click Save to save those changes in GEMS.

11. In the event there is an error, an Error Message will indicate the line the data is not correct or data is missing and the reason.

Users can now upload data into the GBE Upload section of GEMS SuperAdmin where they can edit the data in the application rather than within the excel spreadsheet. The benefits of this are that once validated the application will highlight the cells that need updating in order for the user to be able to make changes to their GEMS database and can go on to edit the data from the SuperAdmin GBE screen.

1. Click GBE Upload.

2. Select the Template from the dropdown menu and Select file that holds the relevant information.

3. Once the data has been imported, any incorrect cells will be highlighted in red. This indicates to the user that there will be a problem uploading this information if this cell is not updated correctly.

4. The Notes tab at the bottom of the page offers clear direction on the type of information, examples and Required fields to help the User successfully update the data.

5. Once the User is happy with the data, they will need to click Validate, this will check for any errors or any missing mandatory data.

6. The screen will show the number of records updated and click Save to add the data to the GEMS database.

1. Click Quick Edit to launch the function that allows a User to edit and add data without using an excel spreadsheet, it imports any current data from the GEMS database directly into the application to edit.

2. Choose the Template needed for adding, editing or deleting data.

3. Check the Notes tab for the Required fields and for further guidance on the type of information that needs to be inputted under each heading.

4. Click the Input DATA tab to continue inputting data. If there are any errors in the cells that would prevent the User from successfully uploading data to GEMS, the cell will be highlighted in red and there will be a note stating why it is highlighted. Example below shows that the cell is empty but requires data as the Legal Name is a Required field.

5. When all data has been added and edited, click Validate to check for any errors.

6. Once Validation is successful, click Save to upload data to the GEMS database.