Importing and managing data

How figures get into finstory, how to upload an Excel file, how to download data again, and how to maintain the structure of a model. Most of this page is for admins and power users.

How data gets in

Way	Use it for	Where
Excel upload	Figures you keep in a spreadsheet, such as a budget.	Data Models > a model > Upload
Connection	Figures from a source system, loaded on request or on a schedule.	Ask Reeve. See Integrations and connectors.
Workbook import	A new model built from an Excel workbook (.xlsx, up to 20 MB). Editor role or above.	Give the workbook to Reeve in the chat.

Data Models

Choose Data Models in the menu. The list shows each model with its sources and its last load. Click a model to open its tabs: Structure, Upload and Download.

• Add model creates a blank model (standard dimensions and one Actual scenario) or a copy of another model’s setup without its data.
• Rename changes a model’s name.
• Delete removes a model and its data. Only admins can do this, and the default model cannot be deleted.

Upload an Excel file

The file needs one row per figure, with a column for each thing finstory must know about it. Supported formats are .xlsx and .xls.

1. Open Data Models, click the model and open the Upload tab.
2. Upload & Setup: drag the file onto the page or click to browse. If the file has several worksheets, select one.
3. Map Columns: match your columns to finstory’s fields. Six fields are required: Account, Entity, Category (the scenario, such as Actual or Budget), Year, Period Level 1 (the period, such as the month) and Amount. You can also map Currency, further period levels and your custom dimensions.
4. Still in Map Columns, save the mapping as a template if you want to reuse it. If the file holds accounts or entities that finstory does not know yet, you can add them from this step.
5. Review & Upload: choose how to load the file.
   • Replace data in this scope first deletes the existing figures for the combinations in your file. Check the list of what will be deleted, choose Delete Existing Data, then upload.
   • Add to existing data keeps what is there and adds the file’s rows.
6. Choose the upload button, which shows the number of records in your file.

If a report still shows old figures after an upload, go to Settings > General and choose Clear now under Clear saved report figures.

Download data

1. Open the model’s Download tab.
2. Narrow the download by Years, Entities and Categories. An empty filter means all values.
3. Choose Download Excel.

Manage dimensions and structures

Open the model’s Structure tab. It has a tab for each dimension: Entity, Account, Period, Category, Measure (when in use) and your custom dimensions.

To	Do this
Find a member	Type in Filter dimensions by code or name.
Add a member	For a top-level member, use the add button at the top of the tab, such as Add Root Account. For a member under a parent, open the menu on the parent’s row and choose Add Child.
Change a member	Open the menu on its row and choose Edit. You can change the name and settings, not the code.
Move a member	Drag it to another parent, or use Move Up and Move Down.
Show a member under a second parent	Choose Add Shared Member. Remove from rollup takes it out again.
Delete a member	Choose Delete.
Copy a structure in or out	Use Export JSON and Import JSON. An import shows what it adds and removes before you confirm.

Your edits are saved only when you choose Save in the bar that says You have unsaved changes. Cancel drops them.

Good to know:

• An account needs an Account Type and an Aggregation Sign.
• A category has a Data Load View: Periodic if its figures are loaded per period, YTD if they are loaded year to date.
• The Period calendar is shared by all models. A period cannot be deleted while any model holds data for it.