Online Libraries Tutorials

The online library interface lets you import data. This feature works by copying information from one database to another: from the Library (source) to the Reader (destination). It simplifies setting up a new database (company) by importing features and items from an existing database.

When data is copied, any linked notes and attachments are copied along with the data. For attachments, only the link (URL) is copied, which becomes a shared link (that is, if the attachment is deleted from the source library, it is deleted for everybody).

If the source library has prices in a specific currency, the prices are copied across in that currency. The destination database must enable multi-currency and convert the prices to its local currency manually.

💡These tutorials explain how to prepare a source library for export, set up online libraries and import items from one.

Warning

Both databases must be on the same version of QuickEasy BOS to copy information.

How to Prepare the Source (Library) to Export Items

  1. Navigate to Items (e.g. Main Menu > Setup > Items).
  2. Click Menu (button) > Edit Categories.
  3. Click Add/Edit (button).
  4. Check the box in the Library column next to each category that you want to export.
    • Note: If categories have subcategories, only the final subcategories can be selected.
  5. Click Save (button).

How to Set Up the Online Libraries

  1. Navigate to Online Libraries (e.g. Main Menu > Setup > Online Libraries).
  2. Click Setup (button).
  3. Click Add/Edit (button).
  4. Complete the new row as follows:
    1. Description = Enter a name for the entry.
    2. ID = Enter the ID number that appears in the footer.
    3. Access Key = Enter an access key for the entry.
  5. Click Save (button).
  6. Send the ID and Access Key to the user who is importing the data.

How to Import Items From an Online Library

Info
  • When items are imported, their statuses are set to Pending.
  • Inventory Locations are not imported. Locations can be added in the new database using Batch Update.
  • Notes and attachments are imported. However, only the URL is imported for attachments (the image link, not the image itself), which is shared across all the libraries.
  • Custom attributes are automatically imported.
  1. Navigate to Online Libraries (e.g. Main Menu > Setup > Online Libraries).
  2. Set up an online library as follows:
    1. Click Setup (button).
    2. Click Add/Edit (button).
    3. Complete the new row as follows:
      1. Description = Enter a name for the entry.
      2. ID = Enter the ID number that was received from the source library.
      3. Access Key = Enter the access key that was received from the source library.
  3. Click Save (button).
  4. Click Import (button).
  5. Click the applicable library on the list.
  6. Click Connect (button).
  7. On the Import Type step, select Items and click Next (button).
  8. On the import interface:
    1. Click View (button).
    2. Select a specific category from the dropdown list (optional).
    3. Select all the items to import (use Shift + left-click or Ctrl + left-click to select more than one).
      • Note: If an item was previously imported, information appears in the Updated and Updated By columns. In this case, the existing items are updated (not duplicated).
    4. Click Next (button).
  9. On the Map Categories interface:
    • If there are no categories in the new database or some categories are missing, check the box to Insert missing Categories.
      • Note: The categories are imported as main categories. No other information such as the tree (Main Category > Subcategory) is imported.
    • If there are categories, select the applicable category from the dropdown list in the Local column.
  10. Click Next (button).
  11. On the Map Suppliers interface:
    • If there are no suppliers in the new database or some suppliers are missing, check the box next to Insert missing Suppliers.
    • If there are suppliers, select the applicable supplier from the dropdown list in the Local column.
  12. Click Next (button).
  13. On the Map Cost Centres interface:
    • If there are no cost centres in the new database or some cost centres are missing, check the box next to Insert missing Cost Centres.
    • If there are cost centres, select the applicable cost centre from the dropdown list in the Local column.
  14. Click Next (button).
  15. On the Map VAT Types interface:
    • If there are no VAT types in the new database or some VAT types are missing, check the box next to Insert missing VAT Types.
    • If there are VAT types, select the applicable VAT types from the dropdown list in the Local column.
  16. Click Next (button).
  17. Click Import (button).
    • Note: Once the import is complete, a log shows how many records were imported or updated.
  18. Click Next (button) to return to the Online Libraries interface, at the Import Type step, or click Finish (button) to close the import popup.

How to Import Proposals

Note
  • Only proposals that the source library marked for export (see Proposal Settings) appear on the list.
  • Import the items on the proposals first (see How to Import Items From an Online Library). Every item must be mapped to a local item before the proposals can be imported.
  • A proposal that was imported before is updated, not duplicated.
  • The import turns on the Enable Proposals setting of each mapped local Transaction Type, and imports the Output Templates linked to the mapped Transaction Types.
  1. Navigate to Online Libraries (e.g. Main Menu > Setup > Online Libraries).
  2. If the library is not on the list, set it up as in steps 2 to 4 of How to Import Items From an Online Library.
  3. Click the applicable library on the list.
  4. Click Connect (button).
  5. On the Import Type step, select Proposals and click Next (button).
    • Note: Proposals is unavailable if the library has no proposals to export.
  6. On the Select Proposals interface:
    1. Click View (button).
    2. Select the proposals to import (use Shift + left-click or Ctrl + left-click to select more than one).
      • Note: If a proposal was imported before, information appears in the Updated and Updated By columns.
    3. Click Next (button).
      • Note: If no proposal is selected, the message “Please select Proposals.” appears.
  7. On the Map Transaction Types interface, select a local Transaction Type from the dropdown list in the Local column for each library Transaction Type.
    • Note: A Transaction Type that was mapped in an earlier import is filled in already.
  8. Click Next (button).
    • Note: If a Local field is blank, the message “The Transaction Types Local field cannot be empty.” appears.
  9. On the Map Items interface, select a local item from the dropdown list in the Local column for each library item.
    • Note: Items that were imported from the library before are filled in already.
  10. Click Import (button).
    • Note: If a Local field is blank, the message “The Items Local field cannot be empty.” appears. Once the import is complete, the Log shows how many Transaction Types, Output Templates, items and proposals were added or updated.
  11. Click Next (button) to return to the Import Type step, or click Finish (button) to close the import popup.

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