The process in the application provides some basic feedback to help facilitate the importing or exporting process, but there are some common faults that you may encounter that require further troubleshooting. Click below to view a video guide of the import/export tool.

https://support.zenqms.com/hc/en-us/articles/1500000320202-VIDEO-ZenQMS-Import-Export-Tool-Guide

Frequently Asked Questions (FAQ)

Q: Has this tool been verified by ZenQMS? 

A: Yes. We have placed this tool through all of our normal verification testing that is performed for any new feature we deploy. All of the documentation of this is available in the Auditor shared account in ZenQMS. 

 

Q: Is there any risk to the integrity of my data in using this tool? 

A: No. The importing and exporting process uses the same API calls that would be called when entering the data manually in ZenQMS. We built this tool with data integrity at the forefront of development. We built into the importing process a validation step that does two things: 1) replaces the feedback normally given to the user when manually entering data in ZenQMS, and 2) provides the user the chance to review all of their data after importing the sheet but before we write the data to our database so you can be assured that your data is not altered in anyway before importing it.

 

Q: What level of access will users have if assigned to a role with the “Import/Export Configurations” permissions assigned?

A: They will have read, edit, and download access to all of your configuration data. This is similar to giving someone Edit Category permissions, with the additional access of being able to download all of this data out of ZenQMS. 

 

Q: Are all category versions exported?

A: No. Only the most recent Active version of the category is exported. If V1 is Retired, V2 is Retired, and V3 is Active, then V3 is the only version exported. If there is no active category, then either the latest draft version (if V1 is Draft) or the latest Retired version (If V1 is Retired, V2 is Retired, no V3) is exported. 

 

Q: Are all Account Roles and Account Custom Fields exported?

A: Yes. Regardless of which module you select when exporting, all Account Roles and Account Custom Fields will be exported.

 

Failures importing a file (Step 1)

Oops! Something went wrong while uploading your template

 

This could occur for a few reasons, first check that the file you are importing is in .xlsx format. If it is not, then save it in .xlsx format and try again.

Second, make sure you are using Microsoft Excel to edit the file on your computer. Alternatives, like Google Sheets, Libre, or Apache, might cause this error. 

 

Third, make sure the file you are importing has all the same tab names as the template (available for download in ZenQMS). If the tab names are misspelled or don’t match exactly, that might be causing this error. 

Failures at the validation step (Step 2)

Character Limit Error (for example: Must be between 3 and 70 characters)

 

You received this error because you have entered incorrect data into your spreadsheet. The application is scanning your data before importing it and has caught this mistake before creating the data in ZenQMS. To resolve this, simply go back to your spreadsheet and correct the error and attempt to re-upload it. 

 

All of our fields have character limits so we scan the spreadsheet before creating the entries in ZenQMS to ensure the character limit requirements will be satisfied.

 

Naming Error (for example: Must match a name defined in ‘Category General Settings’)

You received this error because you have entered incorrect data into your spreadsheet. The application is scanning your data before importing it and has caught this mistake before creating the data in ZenQMS. To resolve this, simply go back to your spreadsheet and correct the error and attempt to re-upload it. 

 

When creating a category, you will have to reference the category name in multiple tabs. This name will always have to match the category name defined in ‘Category General Settings’. This is case sensitive and no extra spaces are allowed. This is the same for Account Roles and Account Custom Fields

Account Error (for example: Must be a user email in this member account)

This can occur for a few reasons. First, there might be a typo in the email account entered. If so, make the correction in the spreadsheet and re-import.  Second, if you are trying to export data from sandbox.zenqms.com into your app.zenqms.com account, often the list of user’s in each environment don’t match. These two sites have separate databases so it is possible that a user exists in sandbox.zenqms.com but does not exist in app.zenqms.com.

 

If you cannot find the users in your account, it is possible they don’t exist. If you are an administrator go to Administration->Member Account->Users and create these users. If you cannot see this page, please contact your account administrator. After the users exist in the system, try re-importing the spreadsheet. 

Entries in the Error Log (Step 3)

Role Duplication Error (For example: WARN: Role “Administration: Account Super User” already exists)

This is a warning message letting you know that you had a role defined in your spreadsheet that was already in your account. No action to take here, the import just skipped this line and continued importing the rest of your data. 

If you don’t see this role in your account and are still getting this error, it is possible that this role existed at one point in the past in your account and was deleted. To resolve this, please contact the ZenQMS help desk at support.zenqms.com. 

Custom Field Duplication Error (For example: WARN: Custom field “General Business Tools: already exists)

This is a warning message letting you know that you had a custom field defined in your spreadsheet that was already in your account. No action to take here, the import just skipped this line and continued importing the rest of your data. 

 

If you don’t see this custom field in your account and are still getting this error, it is possible that this custom field existed at one point in the past in your account and was deleted. To resolve this, please contact the ZenQMS help desk at support.zenqms.com. 

Category Duplication Error (for example: ERROR: 400 - {“error”:”Oops. Something is wrong with your request. Category and Category Key already exists”} )

This is a warning message letting you know that you had a category defined in your spreadsheet that was already in your account. 

 

To resolve this, you have a few options. First, you can rename the category and change the category key in your spreadsheet and attempt to re-import the category. Or if you want the name and key you defined in the spreadsheet and the name and key in the application are wrong, please contact help@zenqms.com for support in deleting this category. Warning: This will delete all data, versions, and items associated with this category

Disconnection Errors (for example: “ERROR: Failed to export data” or “ERROR: Cannot read property ‘name’ of undefined”)

Disconnection

ERROR Failed to get categories versions from ccfc0264-8f9d-41d1-ab41-c174856dcc95

ERROR Error: getaddrinfo ENOTFOUND morpheus-sandbox.zenqms.com

ERROR Cannot read property 'reduce' of undefined

ERROR Failed to export data

502 error

ERROR Failed to CREATE stage workflow Quality Approval

ERROR 502 - "<html>\r\n<head><title>502 Bad Gateway</title></head>\r\n<body>\r\n<center><h1>502 Bad Gateway</h1></center>\r\n</body>\r\n</html>\r\n"

ERROR Cannot read property 'name' of undefined

This means you lost connection with ZenQMS or that ZenQMS is experiencing problems. First, check that you didn’t lose network connectivity. If you are still connected to the internet, then try again anyway to see if the problem was resolved on ZenQMS’s end. If you still see the error message, then contact the Help Desk (help@zenqms.com).