Capital Budgeting - Import Capital Requests

Navigate to Capital Budgeting in the left-hand navigation sidebar and select your fiscal year. First we’ll cover how to import new capital requests. Don’t worry, if you have previous capital requests to upload into the ClearGov system, you can use the Capital Request Update tool which we will cover later in this article. 

From the Request Manager tab, navigate to the Insert sub-tab.

Note: This feature is only available for clients who have a paid ClearGov subscription.

Import Your New Capital Requests 

Prepare for the Import

1. Confirm the Contributors Confirm that all contributors assigned to your requests have been added to this capital budget. If they are not listed, use the Add Requester button to include them. For more information on adding contributors, see this article.

Note: You do not need to invite your requesters at this stage, only add them to the budget.

2. Select the Form Select the form that matches the information you’d like to upload from the dialog box.  

Note: If you have not yet created the necessary request type, use the Add a new request type form link at the bottom of the panel to create a new one. 

3. Download and Prepare the Template Select Download Template and open the file using a spreadsheet editor like Sheets, Excel, or Numbers.

Add existing capital request data making sure to match the data with its respective column. Some columns are descriptive labels and should be left blank. In the screenshot below, the field labels are Project Budget and Cost Estimate.

Save the file to your computer as a CSV.

4. Let’s import your completed Template! Select the Import Requests button to start the import process.

Start the Import

1. Drag and drop or select Upload data from file to choose which file to import.  The system will automatically start importing your data. 

2. Match the columns in your file to the available categories. 
   Note: Incoming fields are the headers from the selected Excel file and Destination Fields are the available fields from within ClearGov.
   1. Use the drop-down menu next to the column name to select the corresponding field.
   2. Select the Destination Field value to map the column.
   3. If you have confirmed a mapping in error, select the X to remove your mapping selection.
   4. After reviewing all columns, select the Continue button.

Fields that are invalid will need to be corrected. They will be highlighted in red and will show the issue when you hover your cursor over the field. Any needed edits or adjustments can be made within this grid. Select Invalid in the top right corner to view only the items that need corrections.

3. You may need to specify that Cells with no data should not be imported.

Review Your Imported Data

Now it’s time to review your uploaded data. Here are a few tricks to ensure the data is correct:

1. Validation errors are highlighted in red. Hover over them to see an explanation of the error.
2. Use the toggle at the top right to show Invalid only values to simplify your view.

3. Select a cell and begin typing to edit the invalid contents.

4. After reviewing your data and correcting all errors, select Submit to confirm that you are ready to submit your data. The Submit button will be grayed out until all invalid values are corrected.

Need Help Updating Previously Imported? 

Learn more with this article: Update Existing Capital Requests via Import