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Mega Imported Data (MID)

Most of the data in The BOS comes from external systems such as Nookal, Xero, GoHighLevel and other supported platforms that we connect with. 

There is sometimes a need to get data into The BOS which isn't able to be retrieved from a remote system. Reasons include:

  • Company data stored in a spreadsheet (IE: not in an online platform)
  • Data from a service that The BOS doesn't integrate with (due to not having a connector or the service not offering an API)

In these circumstances you can use the Import Data functionality of The BOS to get this data to display in your reports. 

Disadvantages compared to connected data

The best way to get data into The BOS is to use a proper connection rather than doing an export from one system and importing into The BOS. We will use an example of exporting a list of practitioners from your PMS to demonstrate the advantages:

  • Data automatically stays up to date
    If a new practitioner is added or updated in your PMS, it will automatically appear in The BOS
  • Data is properly linked
    Each appointment/invoice and other data is correctly related with no 'mapping' required by you. For example you can group clients based on their practitioners profession, expressed as Client.Appointment.Practitioner.Profession which is complicated to express when doing manual imports
  • Most BOS Reports are preconfigured
    BOS Mega report will breakdown anything related to a practitioner (EG: hours, revenue) automatically without you needing to configure how the custom data works

You will miss out on these benefits if you are importing data rather than using a connection. 

You may also find in future that data you were previously manually importing is now available via a connection. In that event you should stop importing data and use the proper connected data.

Imported Data Tags

Tag Name

A tag represents a type of data you want to import. You should name these with descriptive names such as Practitioner Leave (Hours) or Location Target Revenue.

Per Practitioner

A tag can optionally be Per Practitioner. Choose this if the data relates to practitioners. For example a 'Practitioner Leave in Hours` or `Practitioner Revenue Target` would be linked to each practitioner, while a `Location Revenue Target` would not be per-practitioner. 

Categories

You can select categories you would like to break the data down by. Note that this will require a more complicated import as each row will need to specify a category

Imported Data

All data that is imported is linked to:

  • A tag (EG: Practitioner Revenue Target)
  • A specific date (EG: 25th Decemember 2024)
  • A specific Division / Org Node (EG: whole company or location A)
  • (optional) a practitioner
  • (optional) one or more categories
  • The actual value for this date

Date and Division/OrgNode is required because Mega Report always reports based on locations for certain dates. Without a date or location the data would never appear. 

Pracitioners and Categories are optional and dropdowns will appear if the tag has those enabled. 

Row Uniqueness / Duplicates

The OrgNode,Practitioner,Category columns must be unique and can't be repeated in the import. 

For example:

  • you can have Gold Coast, Isaac and Gold Coast, Toby but can't have two Gold Coast, Isaac as that would be duplicate
  • You can have two Isaacs if each one has a different Org Node or Category. So Gold Coast,Isaac,DVA and Gold Coast, Isaac,Medicare is fine or alternatively Gold Coast, Isaac and Brisbane, Isaac would be fine
Tips
  • Ensure the values are the same type of measurement. For example don't import Practitioner Targets where some numbers represent billable hours and other practitioners have revenue target. This should be two separate tags: Practitioner Revenue Target and Practitioner Hours Target. 
  • Ensure values are same unit of measurement. EG: Practitioner Target should always be minutes or hours, not some values being minutes and others being hours. It's recommended to include the unit of measurement in the title if it's not obvious EG: Practitioner Target Hours or Practitioner Target (minutes). 

 

How to view Imported Data

Each Tag that has been set up will have a corresponding row on the Mega Report. If you can't see it then you should first check permissions to make sure your User Role has access to that row on the Mega Report. 

Mega Report will show the sum of the values by default, with a popup showing the individual values.

If you want a summary value that isn't sum (EG: average/minimum/something else) then please contact support.

How to Import Data

You must have access to Tenant Settings and be on a supported plan

Each time you import data you must choose a tag that the data will belong to.

You can import data to a tag as often as you like (EG: if performing weekly 'updates' of the data). If you are doing an update you can skip the first two steps below. 

1. Create a Tag
  1. User Menu => Tenant Settings => Imported Data, click Add Tag
  2. Give the tag a descriptive unique name, per-practitioner and category settings as described above. 
  3. Click Save, you will be returned to the main tag list
2. Download template and enter data
  1. On the Imported Data screen, find the appropriate tag and press Download Template which will immediately download a Microsoft Excel file
  2. Open the file and add/edit as many date columns you want, ensuring you use the same format for the dates. Any dates that appear in this file will be 'cleared' from the existing data before this new file is uploaded. For example: if your import only includes this weeks dates then any data for last week will still remain in The BOS. If your file includes this week and last week then all data for last week will be deleted before this file is uploaded.
  3. Add as many rows as you want. The OrgNode,Practitioner,Category columns must be unique and can't be repeated, see above for more info.
  4. Fill out the values. Only numerical values can be processed. 
3. Import file
  1. On the Imported Data screen, click `Upload Data` beside the tag you want to upload data for.
  2. Follow on screen instructions to upload the file. 

Note that after the file has been uploaded it will take some time for the file to be validated (checked for errors) then finally processed and imported. This time can vary depending on the size of the file you are uploading. 

4. Confirm data is correct

Wait for the import to complete, then check the mega report to confirm that all the data looks correct. 

For example, if you imported practitioner hours for each location, does the total number look correct, and do numbers per practitioner and per venue look correct? If numbers aren't looking how you expect then click on them to see the Mega Popup so you can see where the data is coming from to help you isolate the issue. 

If you experience any issues then please contact support. 

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