Automating Data Import to OpenAir Script

It may come as a surprise to you, but there are almost as many different ways to customize NetSuite OpenAir as there are companies using OpenAir. For instance, while most companies use the existing interface or leverage tools like OpenAir Integration Manager to facilitate data exchange with other software applications or to import or export OpenAir data, some companies have use cases that require a different solution.

If you find yourself with a need to get data into OpenAir without using one of these more traditional methods, you’re not alone. Like a dozen or so other companies that Top Step works with, you may find that being able to use a script to import data from a CSV file fills a specific need for your business. This is why OpenAir provides a flexible platform that allows for scripting and customizations.

What the Automating Data Import Script Does

We’ve received a handful of requests for a script that takes data from a CSV file and imports it into OpenAir. We’ve seen this script used for bookings, time entries, and even expenses and tasks. While on the surface, this may not be seen as the most efficient way to get data into your PSA, there are use cases where it is the best way to get the information into OpenAir.

The script allows the organization to place a CSV file into a cloud storage location. From there, the script will regularly pick up any new files that have been placed in the designated cloud storage area, parse the information, and insert it into OpenAir. This script has been used with Google Drive, Microsoft’s OneDrive, Box, and other third-party cloud storage providers.

Use Cases and Downsides of Importing Data into OpenAir with a Script

Why would an organization want to use a script for getting data into OpenAir? There are several reasons for importing the information instead of direct input or insertion through an integration.

For organizations struggling with the adoption of the platform, inserting the data from a CSV may be the stopgap needed to ensure the right and complete information makes its way into the PSA, thus allowing teams to take advantage of other functionality within the platform, like reporting and planning.

Another use case we’ve seen is when teams don’t have access to the organization’s OpenAir, but there is a need for data they manage that needs to be included in the PSA. In these instances, using a script ensures that all data is accounted for, regardless of access from other applicable teams.

Still another example is when a company cannot, for a variety of reasons, integrate an external platform that holds data needed within OpenAir. This can be the case if the organization has security concerns about building such an integration or if they are hesitant to learn a new tool that could facilitate an integration like this.

Regardless of the reason for needing the OpenAir script, it’s important to be aware of the potential downsides.

While the script is, by definition, automation, the entire process lessens the advantages of automation. First, the script relies on a cloud storage system such as Google Drive, Microsoft OneDrive, Box, or others to store the file. The CSV must be extracted from the source system and placed in the appointed file location for the script to work. This also means that there are additional steps to getting the data into the system – opening up the chance for human error to be a factor.

Also, there is always the potential that the file format will change at some point. Top Step develops these scripts to simplify updates as much as possible. Still, the admin or resource who will be managing it will need to have some understanding of both JavaScript and OpenAir data mappings. If that level of experience or comfort doesn’t exist, Top Step can and has helped update these scripts for changes.

Conclusion

There are always choices in how to approach any solution. However, there is typically a “best fit” for a particular solution due to specific business needs or challenges an organization may be facing. The answer may not be the “standard” out-of-the-box approach. Top Step’s automated data import script is an example of this.

If you’d like to discuss this or any of our other scripts and how they can streamline your use of OpenAir, reach out to us at Top Step. We’ve helped hundreds of companies get more out of their OpenAir implementation than they thought possible, supporting both growth and profitability for the organization.