The Data Bridge is a separate module that should be installed directly on the administrator’s workstation.
The Data Bridge module is an application for importing and exporting data between external applications and the WebPro dashboard. This module is a separate installation and should be installed on a PMAPS administrator’s computer. For more information about the data bridge installation or for the installation package, contact your account manager.
Configuring the Data Bridge in WebPro
1. Go to the Proposals then click on Settings.
2. Locate and click on the Data Bridge tab.
3. The following screen is displayed.
On this screen you may add your settings and customize the importing and exporting of data. There are five sections available for customization:
Bridge Basic Settings
- Dashboard Filters
This icon allows you display/hide the customization options for each section. Click to display the options for a particular section. When you are finished, click the Save Data Bridge Settings icon to save your changes.
Click the icon again to hide the customization options for that section.
Data Bridge Basic Settings
This section contains all the details on files that are imported or exported as well as how often they are exported and who receives notifications.
- Import File Name:
Tells the indexer which .csv file you want to import in to WebPro. It can be a
local drive, such as C:\ or a UNC path, including the file name. It may not be
a mapped drive. This path must point to a .csv file. If you enter just a
location, you will receive an error.
- Import Interval:
Tells the Indexer, in minutes, when to scan the import .csv file. In the
preceding screenshot example, the Import Interval is set to 1. Therefore, the
Indexer would scan the import .csv every minute for any changes or additions
and add them appropriately.
- Default Proposal Document:
Adds a blank or pre-made proposal if there is not one provided in the .csv
file. This prevents errors when you attempt to open a proposal that does not
have a file associated with it during importing.
- Export File Name:
Tells the indexer which .csv file you want to export WebPro data to. It can be
a local drive, such as C:\ or a UNC path, including the file name. It may not
be a mapped drive. This path must point to a .csv file. If you enter just a
location, you will receive an error.
- Export Interval:
Tells the Indexer, in minutes, when to
scan the import .csv file. In the preceding screenshot example, the Export
Interval is set to 0. So, nothing is being exported. If there were a 1 in this
field, the Indexer would scan the export .csv every minute for any changes or
additions and add them appropriately.
- Export RFP Directory:
Is used to keep all of the exported RFPs in one location.
- Alert Email Addresses:
Tells the indexer who to notify when .csv files are imported or exported. You
may enter one or more email addresses. Notifications are automatically sent to
each email address listed every time files are imported or exported.
Prospect/Client (fields)/Consultant (fields)
After you have configured your basic settings, you will map the fields in your .csv file to the fields in WebPro. These three sections allow you to map the column headings in your .csv files to the WebPro fields. For each field, you may choose only one option below:
- None– Do not export or import
- Import– Information is imported from
your .csv file to WebPro
- Export– Information is exported from
WebPro to your .csv file
The choices are radio buttons, which means you may only choose one option for each field. In the Tracking Field screenshot below, the RFP name is selected for import. Once you select either import or export, the field on the right will become visible so you may copy the heading from the .csv file that corresponds to the WebPro field name and paste into the field. This must match EXACTLY, so we recommend using copy/paste. The Proposal Title field is mandatory, because it is the unique identifier used by WebPro.
Tracking Fields section
Prospect (Client Name) fields section
Consultant (Fields) section
Creating and Formatting the File for Import/Export
First, you will need to determine the internal workflow to export data from your CRM or other application to the format required for import to PMAPS WebPro via Data Bridge.
- The file to be imported to must
be a .csv file
- The first column must not have
any empty rows (import to WebPro only)
- You must include the Proposal
Name field. The Proposal Name is the “unique identifier” for each opportunity
- The first row must contain the
column headers. Each header must be copied exactly when mapping the data to the
appropriate PMAPS field in the Data Bridge setup§ Names must be in “last, first”
format—See additional instructions for a shortcut to formatting names.
- Check formatting on cells to be
sure the format matches the data type. For example, dates must be formatted as
dates, numeric values are formatted as numbers, and so on.
- Numeric fields cannot have
decimals, negative numbers. or currency indicators.
- We do not recommend importing
open notes fields due to character limits.
- To import a specific document
with each proposal (row), include a column with the header URLand include the full file path
and name for the document to be uploaded. (This cannot be a mapped drive.)
To change names from First Last format to Last, First format (Joe Smith to Smith, Joe):
To change names from “first last” format to “last, first” format (e.g., Joe Smith to Smith, Joe):
- Insert three columns to the
right of the names and then select the entire column containing the names.
- Select the Data tab, then choose Text
- Follow the wizard (be sure to
select the correct format) and click finish. The names will be split to two
- In the third column, use
concatenate formula to create “last, first” format: =CONCATENATE(B1,
", ", B2)
- Copy and paste as VALUES to the
first column, overwriting the old names.
This section allows you to choose whether to take current proposals filters into account when exporting, or whether to clear all filters before the export.
Validate WebPro Licensing
PMAPS requires a one-time product activation for every copy of the software. For hosted clients this activation process is completed by a Proposal Software support engineer and does not require any action by a user. For clients with on-premises installation there are a few simple steps required for license activation. To view the validation status, go to the Troubleshooting page and click on Validate WebPro Licensing. Then, click the Validate License button. For any license errors, please contact the support desk