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Data Export and Import

Guide for admins to export and import data in SEKAR system.

What is Export & Import?​

  • Export — Take data from SEKAR to files (Excel, CSV, PDF)
  • Import — Bring data from files into SEKAR

These features are useful for:

  • Data backup & restore
  • Data analysis in Excel
  • Batch data updates
  • Integration with other systems

Data Export​

SEKAR web export function

The data export interface for generating reports.

Opening Export Feature​

  1. Web Dashboard → "Operational" menu
  2. Choose "Export Data" or "Export"

Data Types You Can Export​

  • Users — List of all users
  • Reports — All activity reports
  • Tasks — Task list
  • Areas — Area master data
  • Rayons — Rayon master data
  • Plants — Plant catalogue (for phase 3+)
  • Overtime — Worker overtime history

Export Form​

┌──────────────────────────────────┐
│   EXPORT DATA                   │
├──────────────────────────────────┤
│ DATA TYPE *                     │
│ [Select: Activity Reports ▼]    │
│                                 │
│ PERIOD *                        │
│ From: [24/06/2026 ▼]           │
│ Until: [24/06/2026 ▼]          │
│                                 │
│ FORMAT *                        │
│ ○ Excel (.xlsx)                │
│ ○ CSV (.csv)                   │
│ ○ PDF (.pdf)                   │
│                                 │
│ FILTER (Optional)               │
│ [Role: All ▼]                  │
│ [Status: All ▼]                │
│ [Rayon: All ▼]                 │
│                                 │
│ [DOWNLOAD]  [CANCEL]            │
└──────────────────────────────────┘

Export Steps​

  1. Choose Data Type — What to export
  2. Choose Period — Date range
  3. Choose Format:
    • Excel — Make pivot table, filter in Excel
    • CSV — For import to other systems
    • PDF — For printing/official reports
  4. Filter (optional) — Export only specific data
  5. Download — File downloads to device

Example Excel Export Result​

Activity Report - June 2026

Date      | Worker         | Activity              | Status    | Rating
──────────────────────────────────────────────────────────────────────
24/06/2026| Ahmad Rizki    | Clean Front Gate Area | Approved  | ⭐⭐⭐⭐⭐
24/06/2026| Budi Santoso   | Plant Maintenance     | Approved  | ⭐⭐⭐⭐
24/06/2026| Citra Dewi     | Repair Chair          | Rejected  | ⭐⭐

Data Import​

SEKAR web import function

The data import interface for batch uploads.

Opening Import Feature​

  1. Web Dashboard → "Operational" menu
  2. Choose "Import Data" or "Import"

Data Types You Can Import​

  • Users — Batch create new users
  • Areas — Import area list from file
  • KMZ — Import area boundaries from Google Earth (.kmz file)

Import Process​

Step 1: Prepare File​

File must be in correct format:

For Users (Excel/CSV):

Full Name    | Phone Number | Password | Role   | Rayon
──────────────────────────────────────────────────────
Ahmad Rizki  | 081234567890 | pwd123   | Satgas | Pusat
Budi Santoso | 081234567891 | pwd123   | Satgas | Pusat
Citra Dewi   | 081234567892 | pwd123   | Korlap | Pusat

For Areas (Excel/CSV):

Area Name    | Area Type | Rayon       | Size (m2)
───────────────────────────────────────────────────
Taman Bungkul| Park      | Taman Aktif | 25000
Parking Area | Parking   | Pusat       | 5000
Playground   | Playground| Pusat       | 3000

Step 2: Upload File​

  1. Open "Import Data" page
  2. Choose data type to import
  3. Drag & drop file or click "Choose File"
  4. Select prepared Excel/CSV file
  5. Tap "Validate" or "Preview"

Step 3: Review & Validate​

System will show preview:

VALIDATION - USERS (3 rows)

✓ Row 1 - Ahmad Rizki - Valid
✓ Row 2 - Budi Santoso - Valid
✗ Row 3 - Citra Dewi - Error: Phone number already registered

Total Valid: 2
Total Error: 1

Continue import 2 valid rows? [Yes]  [Cancel]

Step 4: Confirm Import​

  1. Review validation results
  2. If errors, go back and edit file
  3. Tap "Yes, Continue Import"
  4. System will import data
  5. Import result report will show: 
    ✓ Import Complete

    Total rows processed: 3
    Success: 2
    Failed: 1

    Successful data saved to system.
    Check log below for error details.

Backup & Restore​

Backup Data​

Some systems allow comprehensive backup:

  1. Dashboard → "Backup" or "System"
  2. Tap "Create Backup"
  3. System will backup all data:
    • Users
    • Reports
    • Tasks
    • Areas/Rayons
    • Logs
  4. Backup file saved (usually cloud storage)
  5. You can download for local storage

Restore Data​

If need to restore data:

  1. Contact System Admin — Restore is sensitive operation
  2. Admin will verify before restoring
  3. Restore will return data to specific point
warning

Backup is CRITICAL — Do backup regularly (minimum weekly).

KMZ Import (Area Boundaries)​

Import Area Boundaries from Google Earth​

To import area boundaries from KMZ file:

  1. Open "Import Data" → "KMZ/Shapefile"
  2. Prepare KMZ file from Google Earth
  3. Upload file
  4. System will parse boundaries
  5. Review and assign to areas in system
  6. Confirm to save

Troubleshooting Export & Import​

"Export File Too Large"​

Solution:

  • Choose shorter period (ex: 1 month instead of 1 year)
  • Export per data type separately (users, reports, tasks)
  • Use filter to reduce data (ex: 1 rayon only)

"Import Failed, Many Errors"​

Solution:

  1. Check file format (make sure Excel or CSV)
  2. Check column names match requirement
  3. Check no duplicate phone numbers
  4. Edit file, remove error rows
  5. Upload again

"Data Not Imported After Upload"​

Causes:

  • File not validated yet
  • Validation errors exist
  • Import not confirmed

Solutions:

  1. Make sure you tapped "Continue" after validation
  2. Check import result report
  3. Verify data exists in system

Best Practices​

tip

1. Regular Backup

  • Do backup minimum weekly
  • Save backups in safe location (cloud/external drive)

2. Validate Before Import

  • Don't import without review
  • Check file in Excel first
  • Validate results after import

3. Documentation

  • Record when backups done
  • Record important exports
  • Maintain audit trail

4. Test Import

  • If major data change, test in staging first
  • Don't import direct to production
  • Verify results before declaring success

Need export/import help? See FAQ & Help or contact system admin.