An unmapped item is a value in your data that your lookup doesn't recognize yet. This article shows you where Datarails tells you about unmapped items, and how to map them. If lookups are new to you, start with Lookups overview.
What an unmapped item is
A lookup is a reference list, such as a chart of accounts, that tells Datarails what each value in your data means. When your data contains a value that isn't on that list, Datarails can't place it.
For example, this month's general ledger includes an account that was opened last week. It isn't in your chart of accounts lookup yet, so Datarails doesn't know which account group or P&L line it belongs to.
Datarails adds the new value to the lookup for you and flags it as unmapped. Your part is to fill in the missing details, so the value lands in the right group in your reports.
Turn on "Fill unmapped items" first. Datarails only tracks unmapped items for a lookup when Fill unmapped items is selected in its lookup connection. To check, go to Setup > Lookups, click the ⋮ menu on the lookup's row, select Lookup configuration, and click the pencil icon on the connection.
Where you'll see unmapped items
| Place | What it shows |
|---|---|
| Lookups page | The number of unmapped items in each lookup. |
| Home page | The total across your whole environment, and which lookups they're in. |
| Notification bell | A notification each time new unmapped items appear. |
| Workflow | The unmapped items for each lookup in a workflow's configuration step. |
On the Lookups page
- In the left navigation, open Setup and click Lookups.
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Check the Unmapped Items column. A number means that lookup has items to map. A dash means it has none.
If your lookups are organized in folders, a folder shows the combined number for all the lookups inside it.
On the Home page
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On the Home page, look at the Unmapped items box. "Flawless mapping!" means there's nothing to map. A yellow icon with a number is the total number of unmapped items. Click the box.
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The Unmapped Items window lists each lookup that has unmapped items, with how many and when it was last updated. Click a lookup's name to go to it.
Looking for older items? The window shows items from the last 90 days. To see older ones, turn off Display items updated in the last 90 days.
In the notification bell
The bell at the top of the screen notifies you about activity in your environment, including new unmapped items. Click the lookup's name in the notification to go straight to it.
In a workflow
If you use workflows, unmapped items appear in the configuration step. See Workflow Overview.
- Go to My workflows and open the workflow.
- Complete the first step, Input, and move to the second step, Configuration.
- The step lists each lookup. The Data Status column shows whether it has unmapped items.
- Click Update Unmapped Items to open the online editor, fill in the missing values, and click Submit.
Map unmapped items
There are two ways to fill in the missing details. Use the online editor for a few items, or Excel when you have many.
Online
- Go to Setup > Lookups and find the lookup.
- Click Update on the lookup's row.
- The Update Mapping window opens and shows only the unmapped items. To see every item in the lookup, turn off View unmapped items only.
- Fill in the missing values for each item.
- Click Submit.
If you leave some items blank, Datarails asks whether to save anyway or go back and finish. Items you leave blank stay unmapped.
In Excel
- Go to Setup > Lookups and find the lookup.
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Click the Download icon on the lookup's row and select Download LUT.
- Open the file in Excel. Make sure the Datarails add-in is connected to your environment.
- Scroll to the bottom of the lookup. Datarails adds the unmapped items there. Fill in the missing values for each one.
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Submit the file from the add-in, or go back to the Lookups page and click the Upload icon on the lookup's row.
Once the new version is in, the lookup's Unmapped Items count goes down, and the values appear in the right groups in your reports.
Fix a lookup error
A lookup error is different from an unmapped item. It means a lookup connection has stopped working, usually because the lookup file changed, such as a sheet being renamed. Datarails shows the error on the Home page and on the lookup itself.
Find the error from the Home page
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On the Home page, look at the Data status box. "All looks perfect!" means there are no problems. A red icon with a number means there are errors. Click the box.
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In the Data status window, open Lookup errors. Each entry shows the lookup's name, the number of errors and when it was last updated.
- Click the lookup's name to go to it.
See what's wrong and fix it
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Go to Setup > Lookups. Click the ⋮ menu at the end of the lookup's row and select Lookup configuration.
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The Lookup configuration window lists the lookup's connections. A connection with a problem has a red icon at the end of its row.
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Hover over the red icon to read what's wrong.
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Click the pencil icon on that row. The Edit lookup connection window opens, with the problem marked in red.
- Correct the field and click Save.
Example: "Sheet name missing in file. Please select a valid sheet" means the lookup file no longer has a sheet with the name the connection expects. Either choose one of the file's current sheets under Sheet name, or upload a new lookup file that has the original sheet name.
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