Data ManagementFinance Data Service

Upload Screen

A guide to Finance Data Services Upload Screen in Fynapse.

Overview

The maximum size of a file that you can upload is 100MB.

The Uploads screen allows you to ingest files with data in the CSV format into the selected Entity. Additionally, you can download an original file or discard it, as well as download a file with errors to facilitate errors correction.

Data records are published to the selected Entity only if they successfully go through the approval process and pass all validations. Errored records are not published to the Entity. Therefore, if the file contains both correct and errored records, then only the correct ones are published and affect Fynapse.

File Requirements and Validations

To learn details about files’ requirements, refer to the File Requirements section in the Data Input File Ingestion chapter.

The maximum size of a file that you can upload is 100MB.

Validations are performed at two stages:

  • Upon ingestion via the Uploads screen. Refer to the Validations section in the Data Input File Ingestion chapter to learn more about systemic validations. Additionally, the custom validations conducted post-approval (listed below) are also applied upon ingestion.
    If any records are found to be invalid at this stage, the file is not ingested, and the Invalid status is displayed. Data has no impact on Fynapse.
  • After approval is done by a user who submitted the file, the following custom validations are performed based on three validation types:
    • MANDATORY - the system checks if there are any mandatory fields defined by the user, and validates data against them
    • ENUM - the system checks if an attribute or a reference for which the validation was defined has a value from the list provided in the values property
    • LOOKUP - the system checks if the referenced Entity exists

For more information about validations, refer to the Validations chapter.

At this stage, valid records are published to the Entity and affect Fynapse, while records that did not pass validations are not published to the Entity and do not impact Fynapse. Error messages can be viewed in Error Management on the Errors screen for errored records.

Basic Upload Process with Statuses

The basic upload flow along with statuses without the Approval Workflow functionality enabled is illustrated by the diagram below:

Untitled%20Diagram-1739820735478.drawio.png

The basic upload flow along with statuses with the Approval Workflow functionality enabled is illustrated by the diagram below:

Untitled%20Diagram-1741595614253.drawio.png

Uploads Screen

The Uploads screen comprises the following elements:

  • The Upload button - click it to upload files with data to a selected Entity in Fynapse

    The maximum size of a file that you can upload is 100MB.

  • The Download template button - click it to download a file containing the user-defined Entity structure (that is, all needed headers indicating all fields defined by a user during this Entity creation). Using this template allows you to speed up file creation and limit the chances of providing the incorrect file.
  • The Refresh button - click it to see if any new files were uploaded or if their statuses changed
  • The grid - use it to see the list of all uploaded files. The grid has the following columns:
    • Name - a name of a particular file. Next to the file name you can see the Download file icon which you can click to download the original file to your computer. Note that the Download file icon is disabled when the file has the Processing status.
    • Ingestion ID - a unique identifier of the file
    • Started on - a date and time when the data processing started
    • Finished on - a date and time when the data processing finished, i.e., data was checked and validated against errors and was ready to be submitted for approval
    • Status - defines the status of the data processing. It can be:
      • In queue - the file was uploaded by the user via GUI, but the file processing has not started yet
      • Processing - the file is being processed (that is, rows are read, checked, and validated against errors)
      • Ready to submit - the file was successfully ingested and is ready to be submitted for approval
      • Invalid - the file was not ingested due to errors
      • Pending approval - the approver clicked the Submit button after reviewing data. When the Approval workflow functionality is enabled, the status indicates that the approval request was sent.
      • Rejected - the approval request for the file was rejected. The status is available when the Approval workflow functionality is enabled.
      • Publishing - data from the file is being published to the relevant Entity
      • Published - data from the file was published to the relevant Entity
      • Partially published - a part or whole data from the file was not published to the relevant Entity due to errors
      • Discarded - the file was discarded by the user or the system detected that the file is empty. The file can also have this status if the Entity data structure changed. The file can no longer be used but is still visible in the grid.
    • Total errors - a number of failed records within the file
    • Uploaded by - a name of a user who uploaded the file

      The user who uploaded the file cannot submit it for approval. However, if the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

    • Submitted by - a name of a user who submitted the file for approval
    • Submitted on - a date and time when the file was submitted for approval
    • Actions - click the More button to see all available actions that you can perform for the particular file:
      • Download error logs - an action is available for errored files that have the Invalid status. The log can contain up to three files (in a ZIP format):
        • The original file
        • The file with system error messages, i.e., errors thrown during systemic validations. The file appears only if an error is thrown.
        • The file with business error messages, i.e., errors against custom validations defined in Fynapse. The file appears only if any error is thrown.

          The file with business errors can include the last 100 errors. If you need to change this limit, please raise a ticket with Aptitude Software Support.

      • Submit - an action is available for files that have the Ready to submit status. After clicking it, the data is sent for approval. The user who uploaded the file cannot submit it for approval.

        If the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

        Data records are published to the selected Entity only if they successfully go through the approval process and pass all validations. Errored records are not published to the Entity. Therefore, if the file contains both correct and errored records, then only the correct ones are published to Fynapse.

      • Discard - an action is available for files that have the Ready to submit status. The action cannot be reversed. After clicking it the file cannot be submitted for approval and cannot be used.

Additionally, you can:

  • Sort columns ascending or descending, and set their visibility by clicking the three dot icon next to the names of columns
  • Filter content almost within each column to find particular information

In addition, at the bottom of the screen, you can:

  • See the number of pages that display ingest files and buttons to navigate between pages
  • See the information on which page you are currently viewing and how many pages are available in total
  • Decide how many ingest files you want to display on one page
  • See how many ingest files are presented on the page

Tutorials

Prerequisites:

  • The file that you want to upload needs to have the CSV extension and cannot be empty (at least the header is required). Empty files and files having different extensions will not be added to the list of files that will be uploaded to Fynapse.
  • The maximum size of the file is 100MB.
  1. Go to Finance Data Service.
  2. In the grid, find an Entity to which you want to upload data.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. Click the Upload button.
  6. Drag a file or click the Select files button.

    To upload many files simultaneously, drag or select multiple files.

    You cannot drag the same file twice because the duplicate will not be added to the list of files to be uploaded. Keep in mind that none of the files will be added if one or more of the selected files is empty or is already on the list.

  7. Click the Upload button. The file will be validated and uploaded and will be visible in the grid. To see the current status of the processing click the Refresh button. You can later download the original file.

At this point, new data is not saved in the selected Entity but in a temporary space where it does not impact Fynapse. However, if the processing ended successfully, your file will be submitted for approval by another user. While approving data will be checked, and if it is correct, it will be saved in the selected Entity.

To learn where to view published data, refer to the How to View Published Data? tutorial below.


You cannot submit a file for approval if you uploaded it. It must be submitted by a different user. However, if the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

  1. Go to Finance Data Service.
  2. In the grid, find an Entity that has the file with data that you want to submit for approval.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. In the grid, find a file by filtering the column by the file name. The file has to have the Ready to submit status.
  6. Before submitting the file, review its content. Click the Download file icon next to the file name. If the file is correct, then:
    1. In the Actions column, click the More button.
    2. Click Submit.
    3. The notification asking you to provide a mandatory comment will be displayed.
    4. Type the comment and click the Send button. You will be informed that your request has been sent. Once the file is approved, data is applied to the Fynapse Entity.
  1. Go to Finance Data Service.
  2. In the grid, find an Entity that has a file for which you want to check error logs.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. In the grid, find the file by filtering the column by the file name. The file must have the Invalid status.
  6. In the Actions column, click the More button.
  7. Click Download error logs.
  8. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.

You can discard files that have the Ready to submit status.

  1. Go to Finance Data Service.
  2. In the grid, find an Entity that has the file with data that you want to discard.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. In the grid, find a file by filtering the column by the file name.
  6. In the Actions column, click the More button.
  7. Click Discard.

    The action cannot be reversed.

  8. Confirm the action by clicking the Discard button. The file will be still visible in the grid and have the Discarded status but cannot be used anymore.
  1. Go to Finance Data Service.
  2. In the grid, find an Entity which template you want to download.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. Click the Download template button.
  6. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.
  1. Go to Finance Data Service.
  2. In the grid, find an Entity from which you want to download a file.
  3. In the Details column next to the selected Entity click the chevron.
  4. Click the Related button and then Uploads. The Uploads screen will open.
  5. In the grid, find a file by filtering the column by the file name.
  6. Click the Download file icon next to the file name.
  7. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.
  1. Go to Finance Data Service.
  2. In the grid, find an Entity in which data was published.
  3. In the Details column next to the selected Entity click the chevron. The details screen opens where you can see published data. To find out more about running queries on available data, refer to the tutorials from the Finance Data Service Screen chapter.

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