Data Management

Video released on 04/06/2025

Overview:

Data Management is the back-bone of your Zaptic structure.
It is a mirrored, digital version of your site’s equipment hierarchy as well as being the single place to store use case master data and other standard lists e.g. SKUs. 

Key Terminology

Unit Type: A folder-like structure which hosts a collection of Units
Unit: An individual entity representing part of your business which can either be physical such as a Machine,  a Line or referenced such as Centerline master data.
Parent-Child relationship: Establishes a structured link between units. For example, a parent unit (like a Line) can have child units (like machines within that line).

 

 

In Zaptic, units are stored in  table-like visuals as seen above. For ease of review and data analysis, these tables can be filtered, ordered and grouped as desired. Note: These filters and grouping do not save when leaving and reentering the page.

Press the 3 dots to the right of any column to bring up the menu allowing you to sort and filter. 

 

The table has a search bar in the top right corner which can be used to search values from all columns.

Manual Unit Creation and Editing

Creating / Editing a Unit Type:

1. 1. Navigate to the Data Management section.

If you are creating a new unit type:

1. 1. Click on “Create unit type”
   2. Add a name to your Unit type
   3. Add the Parent units related to your unit type (this will dictate the relationship of the new Units with the Parent Units).

If you are editing an existing unit type:

You can edit a unit type name or hierarchical relationship by clicking on the "Settings" button.

 

 

Creating a single Unit:

1. To add a new unit, click on "Create unit"
2. In the next screen, give your new unit a name, add an image, identification codes, and data attributes.
   1. Any data attributes and identification codes that already exist at the unit type level, will be displayed when creating an individual unit. 

       3. Hit "Save" when finished. 

Note: You can not save with blank data attribute fields therefore you must either add a character like “-” OR remove the data attribute field from this individual unit.

Editing an existing single unit:

Option 1: On the unit page

• Open the unit page
• Click on the 3 dots, then click “Edit”

• The next screen allows you to edit the unit and it's associated data

• Once finished, hit "Save".

 Option 2: Using the table

• • In the right hand side of the table, click the edit button
  • Double-click the cell you want to edit until you see your cursor
  • Edit the table ‘in line’ as if you were in excel

 

Unit Event Timeline

PORTAL

Users with access to Data Management can view the audit trail of updates alongside who made the change and the date and time. 

 

To view the specific units impacted by the changes by click on the blue highlighted list within the audit timeline.  

APP

It is possible to view these changes via the app on the associated unit content page which is accessible via the magnifying glass icon. 

 

Bulk Unit Creation and Editing 

Pasting from clipboard

1. 1. Click “Edit” on the right hand side of the table
   2. Highlight the entire row(s) for the unit(s) you wish to duplicate
   3. Press Ctrl+C or Cmd+C on your keyboard to copy the contents to clipboard
   4. Click “Insert from clipboard”

Importing Units Using CSV and Excel Files

1. 1. Navigate to Data Management and select the Unit Type you wish to add units to. (Tip: Where possible, you should always export the data directly from the table using the table's export functionality and update it using the same column headers. The exported file is then the perfect template to load back into Zaptic on step 2.)
   2. Click edit button on the right hand side of the table
   3. Click “Upload from file”
   4. Select the CSV or excel file containing your new units
   5. The next screen will ask you to review the column headers:

Zaptic will create headers for you if the file you have loaded contains headers (e.g. Name or Product Category Name). “Use first row as headers” will be automatically selected, which is what is used to match the columns in your file with the columns in already in Zaptic.

Check the data that has been uploaded.

 

Assigning Columns:

Columns should be automatically assigned for you unless:

• •  the “Use first row as headers” is unticked 
  • The columns in the file could not be matched to existing columns in the table

• • Each column that you would like to import needs to be given a column header: 
    • Name (Required): 
      • The name of the unit. This is how you will reference the unit and how it will be searchable/visible in the app. 
    • Data Attributes
      • Information that is relevant to the unit which could support data attribute routing, data visualisation and the content loop element.
    • Parents (Required if Parents)
      • You can utilise the Parent name OR the ZapticID of the parent in its unit type.
        • Select one or the other for units with multiple parents rather than mixing them.
        • Utilising the ZapticID is preferable since this will ensure the link is done properly. If text is used, you must ensure the text is shown exactly.
    • <None>
      • When adding data, setting this to <None> will not bring the column of data into Zaptic.
      • When updating data, these columns will remain unchanged in Zaptic.

Once the file is uploaded, you can use the “Show Changes” button in the right corner of the table to view only the latest data that you uploaded and double check it.

Click confirm update

A summary of your changes will appear next when you press save on the table, hit save again to add the new units.

 

 

Updating Units Using CSV or Excel Files

1. 1. Navigate to Data Management and select the Unit Type you wish to add units to.
   2. Click "Export" to get a CSV or Excel file containing all the existing units of that unit type.

 

       Edit the CSV or Excel file:

• You must keep the ZapticID column intact in your CSV file (don't change them). This links the information you are updating to the right unit in Zaptic.
• You may add columns as needed to create new data attributes or identification codes.
• You may edit the column values, but not the headers.
  • If you change the header of a column, the system will make a new column, rather than updating the existing column name.
• Save the file.
• Once finished editing the file, back in Zaptic click "Edit" on the right hand side of the table, then “Upload from file”and select your edited CSV/Excel file when prompted.
• The columns should automatch based on the headings that already exist in Zaptic. You can change anything that is incorrectly identified manually.
• Refer back to the “Assigning Columns” section for more information

 

• If you have added new columns in your file to add new unit attributes or identification codes, select “New Data Attribute” or “New identification code”. These will be named automatically based on the column header (this can be renamed as needed).

• You do not need to bring in every column. Only the columns that will change. The rest can be “ignored” by selecting <None> from the dropdown to ignore them.

• Always assign the ZapticID column if this is not assigned, as the update is based on the system knowing which existing unit to update.
• When done, click "Confirm update"
• Once the file is uploaded, you can use the “Show Changes” button in the right corner of the table to view only the latest data that you uploaded and double check it.
• If everything is OK you can press save in the top right corner of the table.
• A confirmation message will detail the changes, click save again to commit the changes.

Deleting Units 

Delete Unit Types

If you wish to delete Unit Types, reach out to Zaptic support with the instance name and Unit Type name you wish to delete.

Delete Units

You can delete units individually by clicking the unit you'd like to delete in the Unit Type screen, then clicking the three dots (...).

 

Bulk Delete Units

If you wish to bulk delete units, reach out to Zaptic support with the Zaptic IDs of the units that you wish to delete. 

Call An Expert Setup

The right side of the unit page will allow users to nominate experts in the portal. These experts can then be contacted directly from the shop floor via their chosen contact methods to help troubleshoot or answer questions.

Available methods of contact include:

• • Email (default) 
  • Whatsapp/phone (user must add number in profile page)
  • Teams (User must connect teams information

Experts are accessible from the app during task execution or from the relevant unit content pages.