Importing ballot results from spreadsheets

The new Jira tooling does support importing ballot results from spreadsheets.  In the near term, this is limited to HL7 participants with 'Manager' access - generally co-chairs or facilitators responsible for conducting the ballot.  The intention is for balloters to eventually be able to import content from spreadsheets themselves (and to be responsible for ensuring the spreadsheet imports cleanly).

Ballot administrator steps

Before imports are possible, the ballot coordinator (someone with administrator privileges) must create the relevant ballot definitions for all closed ballots.  This involves the following steps:

1. Create a CSV that looks like this either by exporting information from the ballot desktop database or creating it manually.
2. In Jira, use System, External System Import and select the spreadsheet file.  Choose "Use an existing configuration file" and use the file maintained here.
3. Click 'next' three times and complete the import
4. Go to each of the imported projects and
   1. click on the Product Family to bring up a window that allows setting the appropriate Specification and, if necessary, Related Artifacts and/or Related Pages. 
   2. Open the ballot
   3. Close the ballot

Ballot manager steps

To import a spreadsheet, first go to the HL7 Balloting dashboard. To add the Balloting Dashboard as a favorite, see: Add Dashboard as a Favorite

If you are a manager it should display a control that looks like this:

1. You'll need to consolidate all of the ballot spreadsheets using the macro available from the HL7 ballot desktop
   1. NOTE:  the spreadsheet submitted must be in the spreadsheet format as provided in the ballot
2. The consolidation process will include clean up of the comments as noted in the QA Guidance section below.  
   1. For example, submitter comments that say things like "see comments submitted by xxx" or "see attached spreadsheet". 
      1. All of those rows should be removed.  We only want comments that are actually 'comments' that ask for changes to the specification or that actually comment on the specification
3. Simply choose the ballot file to import and click on "Import ballot comments".  (Do not click 'ignore warnings' on your first import attempt.)  The process takes a while to complete, so be patient.  When complete one of two things will happen:
   1. You'll get a message indicating that the ballot content has been successfully imported into Jira (including an indication of how many issues were created and how many existing issues were linked to the ballot)
   2. More likely, a message will be displayed indicating there were issues with the import and a file will be downloaded containing errors
4. The updated spreadsheet will change the background color of all problematic cells (orange for errors, yellow for warnings) and will have a comment on each impacted cell indicating what the issue is. 
5. Fix your issues and try again. 
6. If you run into an issue you don't understand, raise the question on the Jira stream on chat.fhir.org.

NOTE:

• If the import takes longer than 5 minutes, refresh the page and retry the import

Ballot Spreadsheet Import QA Guidance

There are a number of QA issues that need to be resolved before you can import a spreadsheets.