Workbooks

The TIC Systems Inspection Management System offers a seamless integration solution for incorporating Excel Workbooks into your data management processes using this Workbook Integration Guide. By seamlessly populating your data from an existing workbook that your team may already be utilising, the system enables efficient extraction of data input. This feature proves particularly advantageous in scenarios where internet connectivity is limited or nonexistent, presenting diverse use cases across various operational environments.

The integration is bi-directional – there is a pre-population of data when downloading a workbook from the software to provide to the inspector. Then there is a set of required fields needed by the system in order to re-upload the completed file back into the software.

Pre-population

Workbooks are pre-populated when downloading a workbook ready to provide to an inspector.
Named cells in the Workbook Template are populated as follows:

Fill in each of the following cells with data from the Job Order.

Field Name Value
FOF_File_No Reference number
FOF_Office Office name
FOF_Type_Of_Operation Job order type name
FOF_Voyage_No Voyage number
FOF_Port Port
FOF_Terminal_1 Terminal
FOF_Coordinator_Name Coordinator display name
FOF_Date Date Format: m-d-Y

If there are inspection subjects (vessels, barges, tanks etc), populate the following named fields as described:

Field Name Value
FOF_Object_Type Inspection subject type code
FOF_Object_Name Display name of the inspection subject
FOF_Object_Name_Orig Display name of the inspection subject

If the inspection subjects contain a barge or vessel loop through them all, populating the below named cells with the display name(s):

Field Name Value Notes
FOF_Barge_(suffixed with an index starting at 1) Display Name Field names increment to represent number of cargoes. Begin counting from 1.

Example field names:
FOF_Barge_1
FOF_Barge_2

FOF_Barge_(infixed with an index starting at 1)_Orig Display Name Field names increment to represent number of cargoes. Begin counting from 1.

Example field names:
FOF_Barge_1_Orig
FOF_Barge_2_Orig

Otherwise, if the inspection subject is a shore tank populate the following named fields with the display name:

Field Name Value
FOF_Object_Name Display Name
FOF_Object_Name_Orig Display Name

Populate the destination (or load) port from the set of ports. If there are destination or load ports, set the following named cell:

Field Name Value
FOF_Destination_Port Display name

Populate the products table. For each cargo, set a named field suffixed with the index of the cargo started from 0 with the cargo name:

Field Name Value  Notes
FOF_Product_(suffixed with an index starting at 1) Cargo name Field names increment to represent index number of cargo. Begin counting from 1.

Example field names:
FOF_Product_1
FOF_Product_2

FOF_Product_(infixed with an index starting at 1)_Orig Cargo name Field names increment to represent index number of cargo. Begin counting from 1.

Example field names: FOF_Product_1_Orig
FOF_Product_2_Orig

FOF_VCF_Table_(suffixed with an index starting at 1) Contains the VCF table name Example field name: FOF_VCF_TABLE_1

Populate the customers table. The contact for each customer is the primary contact – if one exists – or the first contact listed. For every client, list the contact in the following named cells:

Field Name Value Notes
FOF_Client_Company_(suffixed with an index starting at 1) Legal entity name Example field name: FOF_Client_Company_1
FOF_Client_Contact_(suffixed with an index starting at 1) Primary contact display name Example field name: FOF_Client_Contact_1
FOF_Client_Ref_(suffixed with an index starting at 1) Client reference number Example field name: FOF_Client_Ref_1

Populate the hidden list of offices. For each office, populate the following named cells:

Field Name Value Notes
FOF_OfficeName_(suffixed with an index starting at 1) Office name Example field names:
FOF_OfficeName_1
FOF_OfficeName_2
FOF_OfficeAddress_(suffixed with an index starting at 1) Office contact Example field names:
FOF_OfficeAddress_1
FOF_OfficeAddress_2

For the remaining offices fields, set the named cells to null

To ensure pre-populated data is carried through the workbook, ensure “ForceFullCalculation” is set to true for the workbook in the VisualBasic editor window.

Uploading

In order to be able to upload a completed workbook back into the software, the following set of minimum requirements must be met:

  • Field Workbook Templates can only be uploaded with the following mime-types:
    1. application/vnd.ms-excel.sheet.macroEnabled.12
    2. application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
  • Field Workbook Templates can only be uploaded with the following file suffixes:
    1. .xlsm
    2. .xlsx
  • Maximum file size allowed for upload is 30MB
  • To ensure that the Field Workbook Template is parseable, the minimum requirements are:
    1. A sheet is present in uploaded completed Workbooks named “Data” (the Data Sheet). This recommended to be a hidden sheet.
    2. The first row (Row 1) of the data sheet contains the following:
      • Column A contains the text “Fill out First
      • Column B contains the text “Job”
      • Column C contains the text “FileNo
      • Column D contains the Data Type date | number | numeric | varchar
      • Column E contains the Data Field Size
      • Column F contains the Data Field Type Calc | Input
      • Column G contains a valid (existent) Job Order Number generated by TIC Systems Inspection Management System
      • Column I contains the instance number e.g. 1, 2, 3 this is used if you have multiple versions of the sheet
      • Column J contains the sheet where the data is extracted from

Additional integration is possible to allow the system to parse quantity data. These details can be provided upon request.

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