Exporting and Importing Question Catalogs 

Use

You can export question catalogs to applications such as Microsoft Excel or Microsoft Word, use these applications to create or edit catalog entries, and import the question catalogs again afterwards. This makes it extremely easy to create, change, or translate catalog entries.

The following example describes how to export and import a question catalog to and from Microsoft Excel.

Prerequisites

·        You have created the basic structure for the question catalog in the SAP system (description of the question catalog, catalog groups, and so on). We also recommend that you create some sample catalog entries in the SAP system so that you can use their structure as a guideline in Microsoft Excel.

·        Catalog entries must be set to the status In process before you can edit them in Excel.

Exporting a Question Catalog

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       1.      In the Occupational Health menu, choose Basic Data ® Questionnaires ® Edit Question Catalogs.

The initial screen for question catalogs appears.

       2.      Place the cursor on the required question catalog and choose Edit ® Export/Import ® Export Question Catalog.

The Choose Text Language dialog box appears.

       3.      Choose the language in which you want to export the question catalog and confirm your entries.

If you activate the Column heading indicator in this dialog box, the Excel file will contain a heading for each column. This is particularly useful for creating new catalog entries. Note that you must delete the row with the column headings before you import the Excel file.

The Export Question Catalog screen appears. It displays an overview of the catalog entries to be exported.

       4.      Choose  with the quick info text Local file... to create a local file on your PC.

       5.      Choose the format in which you want to export the question catalog and confirm your entries.

       6.      Enter a directory and a name for the file and choose Save.

The file is now in this directory on your PC under the name that you entered.

       7.      Open the file in Microsoft Excel and edit it.

Importing a Question Catalog

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       1.      In Microsoft Excel, open the question catalog you want to import.

       2.      If the top row contains the column headings, delete them.

The document must contain a row with the following structure and the following information for each catalog entry.

Table Field	Number of question catalog	Catalog group	Number of catalog entry	Number of criterion	Catalog entry category	Answer type	Source language	Question text
Length	3	2	5	3	2	2	1	255
Type	NUMC	NUMC	NUMC	NUMC	CHAR	NUMC	LANG	CHAR

To ensure that the file is imported correctly, the first row of the first column of the document must contain the first catalog entry.

       3.      Store the edited file on your PC with the file type Text (Tab delimited) (*.txt) and close the application.

       4.      In the SAP system, access the initial screen for question catalogs and choose Edit ® Export/Import ® Import Question Catalog.

The Import Question Catalog dialog box appears.

       5.      Choose the language in which you want to store the catalog entries in the SAP system.

       6.      Choose the question catalog to which the catalog entries will be assigned.

Only those catalog entries are transferred whose question catalog number matches the number of the selected question catalog.

       7.      Choose the status for the catalog entries you are importing.

       8.      Select the file for the question catalog on your PC and confirm your entries.

The format is preset to ASCII data table with column tab and cannot be changed.

The Import Question Catalog screen appears. It displays an overview of the imported catalog entries.

       9.      Select the catalog entries you want to transfer and choose  Transfer.

Result

The catalog entries you edited have been imported into the SAP system and are available for further editing.