Adding new sites

Before we start, it’s worth explaining a few things about the Utilidex Data model and what’s possible. 

Firstly, and to re-cap the below diagram shows the data hierarchy for a site:

Site Hierarchy
 

Adding groups and custom fields, before you start adding sites

At the time of setting up your product, there are two important choices to make.  Do you want to enable groups, and do you need any custom fields? You can enable groups through the “Add-ons” section on the User Settings:

Add-ons
 

Groups are really useful, if you wish to combine different sites together.  Or if you want to grant access to other users, based on groups.  For more information on managing user access via groups see Manage who access your hub.

In addition to enabling groups, you could add additional Custom Fields.  Most companies have their own specific data elements (Cost Codes, Site Codes etc) which are unique to their own company.  The hub allows you to add in these custom data elements, and then display them on your Site Management form, and also in certain reports.

You can add in new custom fields by navigating to Data Configurations, within the Company Settings

Custom Fields

If you click the button Add Custom Field, a pop-up appears.  Please select the following key bits of information – (a) Name (b) Location on the Site Forms (c) Type (List, or single value) (d) List Options and finally (e) Default Value.

Data configs

Single Site Entry

Once you have configured the product and your data set-up, you are ready to start adding sites to your Hub.

Sites can be added to the system in two different ways; you can manually input sites using the single site entry, or you can upload multiple sites at once using the “bulk upload” function. Both processes are explained below.

When you want to add a single site, you can manually enter the information into the Single Site Entry wizard as shown below:

In the Site Entry Wizard, please click Single Site Entry to open the single Site Set-Up

 

Single Site Entry
The wizard asks you to complete a form, starting with choosing the Group Name which the site belongs to from the drop-down menu.  After completing the site code, name, site area, site type, site manager and address on the form, check which Services (Power and/or Gas) is on the site. Then click Next.

Please add the services (e.g. power/gas/water) to the site. Fill out the form for either Gas or Electricity and finish by clicking Add.  

Single Site Entry Services
 

Please repeat for all the connected services (electricity/Gas) for the site. Once you have completed all of the site entry’s they will first appear in the Site Set-up screen as shown below. This is a “holding area”, where all the sites details will be checked. If there are any validation errors, they will be shown here.  You can then click into each site and correct the details as necessary. Once everything is correct, select all, then you can click the Push to Live button to add the site to the platform.
 

Site Confirmation
 

Multiple site entry

If you plan to add lots of sites, it may be better to use the Bulk Site Uploader. You'll find this again in the add/edit sites menu but this time selecting the bulk site uploader.

There are two ways to use the Bulk Uploader feature, you can select one of the following:

  1. Download template - this is used when you have multiple new sites to upload.

  2. Download data - this option is used when you want to make bulk changes to your existing portfolio.

The spreadsheets work dynamically and will offer drop down menus within the cells to predefined/configured fields. The template contains sample data while the data XLS contains all the data present in the system. 

When you have completed the template. Save it, and then return to the Utilidex Hub and upload the template.


Download Data

One of the most convenient ways to change existing site information is to download your existing data into an XLS file, make the necessary changes and then upload it back into your system. By selecting the Download Data button you will be prompted with the below screen, this then allows you to filter based on the Commodity, Group/Customer, Site and Meter. All the defined site information is then populated into a spreadsheet which can be updated.


Note. If you wish to use the Download Data feature but the button doesn't appear in the User interface, please ask an Admin user to switch on the Site data download through the User Management screen. The Admin user needs to click the pencil next to the user role name as shown below. 

User Access Controls

The admin user will be presented with a pop-up in which they will need to ensure that the Define Bulk Data Changes is turned "ON".


Power upload rules:

IMPORTANT -
 Please make sure you add the information formatted exactly as specified in the below table or you will have upload validation errors. All mandatory fields must be completed.

Power site detail rules Power connection rules

Once configured (see step one on this page), custom fields can also be added as shown below:
Power custom field


Gas upload rules:

Gas site detail rulesPower connection upload rules

Once configured (see step one on this page), custom fields can also be added as shown below:
Gas custom fields