Import Data

Regular data imports ensure that your analysis and decisions are based on the most up-to-date information. Daily Import files are vital to build your snapshots, which are key to understanding your Business Pace. The Import Data page lists the files imported into SmartSpace.

View this video to understand why daily imports are important.

Manual Uploads

If your property isn’t set up to upload data automatically from your Sales and Catering system to SmartSpace, use the Import Data functionality to manually import your data. For example, Delphi cannot be automated, so data from that system must be imported manually.

Automated Uploads

Use the reports scheduler in your Sales and Catering system and SFTP functionality to delivery your data automatically.

Importing Data Manually

  1. Extract the data through scheduled reports from your Sales and Catering system. Each data file typically contains data for the current month, the previous two months, and two years into the future. This can vary by property, but the file size is limited to 60 MB.
  2. On the Database menu, click Import Data.
    The Import Data page is displayed.
  3. Click Select File.
    A file directory window is displayed.
  4. Select the file or navigate to the saved file from your Sales and Catering system. Do one of the following:
    • Click and hold the file to drag and drop it directly into the Drop File Here area.
    • Double-click the file.
  5. This step only applies to some Sales and Catering systems (most commonly Delphi). Click the calendar and select the Import Date. Use the date when you generated the file in your Sales and Catering system.
  6. Click Start import to begin the import process. A progress bar displays as the file imports.
  7. Verify the file imported successfully. A Done message and any errors appear when the upload completes. The file displays in the import list with the option to Rollback.

Setting Up Automated Daily Uploads

Scheduling Reports in Your PMS

These instructions are specific to Opera. If you are not an Opera user, follow them as general guidance.

  1. In your PMS, go to the Reports Scheduler (for Opera, go to Miscellaneous > Reports Scheduler).
  2. Click New (in Opera, there are two New buttons; click the top one).
  3. Browse to the report that you want to upload.
  4. Click Print to File.
  5. Select Delimited Data and the delimiter.
  6. Click OK. The Schedule page displays.
  7. Choose a Date and Time when you want to start running the report. Avoid times when you're running a system back up.
  8. Choose how often you want to run the report. Even if you load the report once per week, we recommend that you run it every day. Doing so provides more granular data for the report, making it more robust.
  9. Click OK and close the file.
  10. Select Parameters to set the range of data to include in the report. Set the report to run -31 days in the past to 24 months in the future.
  11. Click OK.

SFTP Delivery

  1. Search for the automated report in your PMS and click Distribution List.
  2. On the Delivery Method Maintenance window, click the SFTP tab.
  3. For each property, fill out the form with the information that IDeaS provided for your property:
    • Host URL: sftp.ideas.com
    • User ID: provided by IDeaS
    • Password: provided by IDeaS
    • Target Directory: the names of the folder for each property, provided by IDeaS
  4. Click Validate to check that you have access to the target directory.
  5. Tell your IDeaS Client Project Manager that the validation was successful.

Imported Data Details

Column Description
Export Date The date on the extracted report from your Sales and Catering systemClosed The system that you use to manage the bookings for your function rooms. Also known as a diary management, or meetings and events reservation system. Examples include Delphi and Opera..
File Name The files that you imported into SmartSpace by file name.
Status or Rollback During the upload, you'll see Error as the status if there is an issue. If you uploaded a file and it exists in the SmartSpace database, a Rollback link displays.

Caution: Don't perform the Rollback yourself. Your property's administrator should contact SmartSpace Support.

Best Practices

Import Files Daily

We recommend that you import files daily so that all SmartSpace pages show the most current data. The system can process a maximum of one import file per day and only one file at a time.

Import Files in Chronological Order

If you try to import a file with an earlier date than the last file uploaded, the system shows an error message (for example, if you import a file dated January 14 after a file dated January 19). If you try to import two files with the same date, you also see an error message.

If you select an incorrect file by mistake, cancel the import process or repeat it. The new file will replace the previous one.