Using File Upload

Using File Upload 

Most organizations have a multitude of Footprint Activities  and by extension, a large quantity of data to load into Persefoni. To save your organization the work of adding Footprint Sources and pieces of Organizational Data individually, Persefoni's File Upload enables you to load data en masse via .csv/.xlsx data templates. 

Read along below for detailed guidance on using Persefoni's File Upload. 

Downloading Data Templates 

To download a data template for a Footprint Source or Organizational Data: 

1. Select Measure on the left-hand side of the navigation menu, followed by Upload . 

The File Upload page houses each File Upload data template, organized by Footprint Category (Organizational Data templates are located under Organization Management). 

2. Locate the desired category and select the arrow to reveal the available data templates. To download a data template to your hard drive, select the vertical ellipses next to the data template followed by either .xlsx or .csv, depending on your preferred file format.  

 TIP 

If you know keywords associated with the data template you're looking for, you can type them into the search box: 

 TIP 

We strongly recommend using the .xlsx version of the Activity Data Templates, as they contain pre-filled dropdowns containing your Organizational Data (Organizational Units, Organization Types, Locations, etc.), Units Of Measure (UOMs), Emission Factor Sets, and more.

Filling Out Data Templates

Once the data template file is downloaded, it can be opened in any application capable of viewing and editing spreadsheets. 

Each Column in the spreadsheet corresponds to the Activity Form fields for a specific Footprint Activity or Organizational Management entity. Fields with a "*" are required. 

Fill out the data template with as many individual Activities as you'd like, with each entry in its own row. 

 NOTE 

Here's an example of a data template that contains six Footprint Activities for People Activity > Business Travel > Commercial Air Travel (Spend-Based): 

 NOTE 

File Upload cannot accept commas in .csv files. Remove all commas from your .csv file before loading it into Persefoni. .xlsx files can contain commas and be uploaded successfully. 

Uploading A Completed Data Template 

Once your .csv or .xlsx is sufficiently filled out (and have any commas removed), you're ready to upload it to Persefoni. 

1. Begin by navigating back Upload > File Upload if you left the page. 

2. Next, drag your completed file onto the Drag & Drop portion of the File Upload screen or select Browse My Drive to select a file from your hard drive. 

3. Once the file is uploaded and successfully scanned for viruses, select Continue.

4. Persefoni automatically determines the file type associated with your upload and asks you to confirm the sheet you'd like to use from the spreadsheet. Select the desired sheet  

followed by Next.  

5. Lastly, Persefoni prompts you to confirm the specific Footprint Source or Organizational Data you're uploading. File Upload analyzes the uploaded data and suggests Footprint Sources or Organizational Data based on the information. Select the corresponding option  followed by Start Import.  

 TIP 

If the Footprint Source or Organizational Data you're attempting to upload is not listed, you can manually identify the correct data by selecting Choose My Own Footprint Activity followed by the desired data source.

This method is most relevant when loading Custom Emission Sources (External Calculation).

Data types that can be uploaded include: 

Activity Data - Data sourced from a Footprint Activity, used with an Emission Factor to convert into Emission Data. Examples include but are not limited to 20 miles driven, 90 gal of fuel, or $40 dollars spent. 

External Calculation - Calculated emissions data done outside of the Persefoni platform. This may have been done in a spreadsheet or another tool. Examples include but are not limited to 100 kg CO₂e. 

Organizational Data - Data specific to Persfoni's Organizational Management  forms. 

This loads the Review Data Mapping page, which is detailed below. 

Select Start Import once the form is complete, and Persefoni will create a Job for your upload in the Job Monitoring table.

Job Statuses 

Depending on the size of the Job, uploads can take a minute or two. The Status field reveals what stage your Job is in:

Enquered:

The Job is still being processed. Select Refresh in the upper right-hand corner of the table.

Complete:

The data was successfully loaded into Persefoni, and no further action is required. Footprint data loaded will appear in your organization's CO₂e Activity Ledger  , GHG Inventory Report  , and the data visualizations in each Organization Tab  . Data associated with the Job can be easily viewed by clicking Upload Details > View Uploaded Data. 

Processing:

A Job that is in progress. Processing times are dependent on a number of factors, including the size of the file and the number of files in your upload queue. Click here  if you're experiencing longer-than-expected wait times.

Pending:

There is a mismatch between the column headers in the uploaded .csv/.xlsx file and Persefoni's supported fields. Errors can be rectified by clicking Upload Details > Map Data. Click here  for a complete guide to Custom Data Mappings in Persefoni. 

Validation Needed: 

A Job that has specific rows of data that have been analyzed and issues have arisen and must be resolved before it can be successfully ingested. You must manually trigger the validation process to analyze the data for validation errors and anomalies.

Validation Done:

A Job with specific rows of data that are unable to be uploaded due to an input error. To start the view the error report, select the Upload Details icon on the right-hand side.

Resolve Errors:

A Job with specific rows of data that did not successfully upload after the Validation Done process. To resolve these errors, reference the job status via the Upload Details page to upload a revised template. 

Click here for full guidance on using the Processing Report and rectifying errors.

Duplicate Rows:

A Job in which duplicates were found. Confirm that the duplicate data is accurate by

selecting either Remove Duplicates or Keep Duplicates. 

Failed:

There was an error processing your upload, and no data was successfully uploaded. We recommend referencing the Processing Report or downloading the Full Error Report for guidance on what caused the failure. It's also worth checking your internet connection and trying a different browser if the issue persists.

Resolved:

A Job in which the errors have been resolved. The footprint data loaded will appear in your organization's CO₂e Activity Ledger  , GHG Inventory Report  , and the data visualizations in each Organization Tab  .

Deleting: 

A Job that is being Deleted. Select Refresh in the upper right-hand corner of the table. 

Upload Details & The Job Processing Report 

Once a Job is listed in the Job Monitoring table, Persefoni allows you to see specific details related to the Job and the data it's comprised of.

To view a Job's Upload Details, click the ellipses (...) on the right-most column attached to a Job, followed by Upload Details.

 NOTE 

A Job and its associated footprint data can be deleted by clicking Delete Job as shown in the screenshot above. 

The Upload Details tab reveals a Job's current status , details related to the Footprint Activity , a Processing Report summarizing any errors associated with the Job, and a downloadable Error Report , which details the errors associated with specific rows in the 

data template. 

 NOTE 

Depending on the Job Status, the additional functionality found on the bottom right hand corner of the Upload Details tab will vary. See below for more details. 

Correcting Resolve Errors Jobs 

If a Job Status is Resolve Errors, you can view the specific errors associated with a Job in the Full Error Report (shown as item above). 

The information in the Processing Report may be enough for you to rectify any errors, but if you need more information, click the Full Error Report button to download a version of your data template that details each error in a column attached to the row that has an error associated with it.

Below is the Full Error Report CSV for a Job: 

The ErrorMessage column details the specifics of the error in a row. In this data template: 

The Fuel Quantity UOM provided in Row 1 doesn't exist in Persefoni. It should 

say thm instead of ttm. 

The Facility in Row 1 doesn't exist in Persefoni. It's missing the word County. 

The Activity Start Date in Row 2 is missing a 2 in what should say 2021. 

The Activity End Date in Row 2 is a date before the Activity Start Date. It should read 2/31/2021. 

Once all errors have been corrected, re-upload the data template by clicking the Upload Revised File button in the Job's Upload Details menu: 

If the Job Status changes to Complete, you're all set! If not, you can repeat the correction process as many times as you need. 

If the Job Status is Failed: Once all errors have been corrected, start a new Job from scratch (see Uploading A Completed CSV Into Persefoni above). 

Correcting Pending Jobs And Using The Data Mapping Page 

If a Job Status is Pending, the column headers (or Field Names) in your data template 

deviate from Persefoni's supported Field Names. To correct these mapping issues, click into the Job's Upload Details menu, followed by the Review Data Mapping button in the bottom right-hand corner of the screen: 

This opens the Data Mapping Tool, which enables you to correctly map any misaligned data. 

Persefoni automatically maps correctly aligned columns and displays how many Mapped Columns and Unmapped Columns your data template contains. 

The Field Name column displays the supported column headers in the File Upload Data Template for the selected Footprint Source or Organizational Data. The Mapped From Data Upload column contains the column headers in your uploaded data template. 

Fields with a red icon ( ) next to them require a correct mapping. Fields with a green icon next to them ( ) have been successfully mapped. 

In the screenshot above, Organization* (re-named Organizational Unit* by the User) and Purchase Spend* (re-named Flight Cost*) need to be mapped, as these headers differ from Persefoni's supported Field Names. 

Once your data is re-mapped, click the Start Import button to complete the Job:

 NOTE 

If your organization routinely uses custom headers that differ from Persefoni's 

supported fields, you can Save/Load these mappings in Persefoni for future use. Click here to learn more. 

Viewing Completed Jobs 

Once a Job is marked as Complete, clicking into Upload Details > View Uploaded Activities allows you to view each individual Footprint Activity that's been added to your CO₂e Activity  Ledger  and its corresponding footprint data. 

Clicking the ellipses (...) followed by View Footprint Activity attached to an individual line item reveals all the details related to that Footprint Activity:

Additional Ways To Upload 

Besides the Upload tab, there are additional tabs where you can upload your data en masse. The CO2e Activity Ledger  and the Footprint Source Checklist  both have options to upload data. Uploading data from the Footprint Source Checklist page provides the templates related to the specific Footprint Source, streamlining the template search process.