GEMS SuperAdmin 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.
User Profile
The users of SuperAdmin 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 SuperAdmin 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.
What are SuperAdmin Templates?
To facilitate the bulk uploading of data into GEMS there are currently more than 20 available templates where data can be entered/amended and then uploaded to GEMS.
These templates are provided in Spreadsheet format (Excel) for ease of use.
Each template consists of 2 sheets:
Sheet1 – This sheet will contain the data that will be edited, uploaded, or reviewed.
Notes – This Notes sheet will display a guide for the template and highlight important information such as the type and format of the fields that will be entered.
Accessing SuperAdmin
SuperAdmin is accessed through a specific URL once the feature has been activated.
The login screen is shown below:
Please enter your standard GEMS credentials to log in to the SuperAdmin portal.
Please note: Only users with the “Super Admin User” checkbox enabled on their user account details page will be able to access the SuperAdmin portal.
The SuperAdmin Process Overview
The SuperAdmin process follows steps to obtain the template, enter the data, review, and upload.
The process involves 4 steps:
Download a template
Edit or enter the data to upload
Upload
Verify (History)
Download a Template
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.
Click on the Download Hub icon.
Click on the Template to download. The template will be downloaded to the Download Folder of your browser.
The templates are also grouped by type, and you can narrow the list accordingly.
Please note: The below image is an example only
Editing the Template
Navigate to the Download folder of your Web browser.
Open the Excel spreadsheet.
Edit or modify the data as appropriate.
The Templates will contain instructions on how to correctly enter the data. The instructions will also identify any mandatory fields that have to contain data, or the upload will fail.
This is in the ‘Notes’ sheet of the template.
Sheet 1: Enter the data in this sheet.
Notes: Instructions on what type of data should be entered in the field.
For example, in the following Person Import template, the Notes tab will display recommendations.
For more information on a specific template please see - SuperAdmin Templates
Click on the Upload button and Upload a Template
Select the Template type.
Click the ‘Choose File’ button and Select the Excel file that contains the data to upload.
Click the Upload button.
The list of items that will be updated will be displayed.
Click Test.
In the event there is an error, an error message will indicate the line the data is not correct or data is missing. Refer to the section below.
If there are updates to be applied, the message will indicate the number.
Click Save. The Upload will be executed and all changes will be applied.
Error Management
Scenario: Mandatory Field not entered
In the following example, the user is uploading New Persons to the database using the Person Import Template.
In the Notes of the template, the ‘Status’ field is required.
However, the Template is missing the status for one of the Persons.
When the upload is executed, you will receive an Error message:
The line with the missing data will be highlighted. In this case, it says the Status is invalid for ‘Forth Thaibeel’.
Click Cancel, and return to the template and fix the issue. No data will be uploaded as long as there is an error in the template. Missing information will need to be edited or the entry will need to be deleted so that the correct ones can be uploaded.
View History
If the upload is successful, the View History screen will display the uploaded file and who performed the action.
Click on the History Hub icon.
The list will display all recently uploaded transactions.
To see the variety of templates available to use in GEMS see page on SuperAdmin Templates