Synchronizing Asset Type Records with GIS

For information on how to create or edit an asset type, see Creating an Asset Type and Editing an Asset Type.

For more information on Civic Platform GIS or the legacy Accela GIS, refer to the Accela Civic Platform GIS Administrator Guide. The legacy Accela GIS product was developed on a .Net Framework and it integrates with ESRI ArcGIS Server technology.

Topics

Performing a Manual Synchronization

You can perform a manual synchronization for one asset type or multiple asset types at any time. Asset inventory must already exist in Civic Platform; for information on how users add asset inventory, see the “Assets” chapter in the Accela Civic Platform User Guide. The process for synchronization requires two main steps. First, you must complete the legacy Accela GIS synchronization fields for the asset types. Then, synchronize Civic Platform with legacy Accela GIS using the synchronization button for one asset type or a synchronization menu option for multiple asset types. If you want to synchronize attribute information, you must map the GIS attribute field to the Civic Platform attribute field prior to running the sync. See Linking GIS Attribute Fields to Asset Type Fields.

To manually synchronize asset type records with legacy Accela GIS

  1. Access the Asset Type Administration portlet (Accessing the Asset Type Administration Portlet).

  2. Search for the asset types you want to synchronize with legacy Accela GIS.


    Note: If you cannot find the asset type, you might need to create it. Make sure to select the Master Inventory option in legacy Accela GIS and complete the related fields. See Table 1 and Creating an Asset Type. If you want to move attribute information during the sync, you must link the GIS attribute field with an attribute field in Civic Platform before running the synchronization. See Linking GIS Attribute Fields to Asset Type Fields.

    Civic Platform displays the results for the search in the Asset Type detail portlet.



  3. Choose one of the following:

    • To synchronize multiple asset types at a time, select the asset types to select them.

    • To synchronize one asset type, select the asset type and then move into the detail portlet.

  4. Choose one of the following:

    • If you are synchronizing multiple asset types, click the Menu button and choose Sync Selected with GIS.



    • If you are synchronizing one asset type, click the Sync with GIS button.



      Civic Platform displays a message prompting the sync progress. When the sync is complete, Civic Platform displays the message “Synchronized successfully with GIS.”

  5. Click the GIS Sync Log tab to view any errors from the synchronization.

    For a list of common error messages, see Table 1.

    Accela Civic Platform - Asset lists any error messages from the synchronization by date, time, asset ID, and error message.

Reviewing the GIS Sync Log

Review the GIS Sync Log for each asset type after you synchronized it with legacy Accela GIS. There is no master GIS sync log if you synchronize multiple asset types at a time. The error messages displays by date, time, GIS ID, Asset ID, Attribute Name, and reason.

To review the GIS Sync Log list

  1. Access the Asset Type Administration portlet (Accessing the Asset Type Administration Portlet).

  2. Search for the asset type in which you want to review the GIS Sync log.

    Civic Platform displays the asset type details in the detail portlet.

  3. Click the GIS Sync Log tab.



  4. Review the error messages. See Table 1 for a list of common error messages.

  5. Make any adjustments or corrections, if applicable.

  6. Clean up the GIS Sync Log by doing one of the following options.

    • To clear the entire GIS Sync Log, click Delete All.

    • To delete one record at a time, select the error and click Delete.

      Table 1. GIS Sync Log Error Messages
      Error Message Description and Resolution
      Duplicated in GIS This error means that the specified GIS ID exists multiple times in the GIS layer. Accela Civic Platform - Asset already created the relationship between legacy Accela GIS and the asset record during a previous synchronization. Accela Civic Platform - Asset does not allow for duplicate asset ID’s in the same Asset Type. The second attempt to save the record in GIS triggers this error message.
      ID field NULL or Blank in GIS This error means that the returned GIS object’s ID (for Asset ID) is null or blank. Resolution: Edit the GIS data and make sure each record has a unique value for the ID.
      ID exists in Civic Platform as expired or inactive asset This error means that the Asset ID in Accela Civic Platform - Asset not current or inactive, so it did not synchronize with GIS. Resolution: Determine if the asset is active or expired. If expired, remove from the GIS layer. If active, then correct the data in Accela Civic Platform - Asset.
      ID in Civic Platform has no match in GIS This error means that there is an existing record in Civic Platform that did not have a match in GIS. Resolution: Verify that the record in Civic Platform is valid. If it is, then add the record to GIS and synchronize. If the asset is no longer active, then expire the asset in Civic Platform.
      GIS ID links to another asset record in Civic Platform This error means that the listed GIS feature already has a link to another asset record in Civic Platform. Resolution: Research the existing link and remove it or correct the GIS data to map to the correct Asset Type.

Linking GIS Attribute Fields to Asset Type Fields

Civic Platform can import attribute information from legacy Accela GIS to an asset type during synchronization. If you want to do this, you must specify the field where you want the attribute data stored in Civic Platform. You do this by mapping a GIS attribute field to the Civic Platform attribute field. For more information about where the GIS attribute comes from and how Civic Platform determines its maximum field length, see “Understanding Field Mapping” the Accela Extension for Esri ArcMap User Guide.

If an asset attribute links to a GIS attribute that associates with coded domains, the asset attribute shows the coded domain description of the GIS attribute. You must make sure the data type of the GIS attribute coded domain is compatible with the linking asset attribute, or the attribute does not show any value. For more information on creating GIS attribute coded domains, connect to the http://resources.arcgis.comArcGIS Resource Center and see the following help topic: http://help.arcgis.com/en/arcgisdesktop/10.0/help/index.html#/A_quick_tour_of_attribute_domains/001s00000001000000/A quick tour of attribute domains.

To link a GIS attribute field to a Civic Platform field

  1. Access the Asset Type Administration portlet (Accessing the Asset Type Administration Portlet).

  2. Search for the asset type in which you want to link attribute fields.

    Civic Platform displays the asset type details in the detail portlet.

  3. Click the GIS Attribute Mapping tab.

    Civic Platform displays the GIS attribute mapping list.



  4. Use the drop‑down lists to select the appropriate Civic Platform fields to link to the GIS Attribute fields.


    Note: Make sure that each Civic Platform attribute is of the same data type and at minimum the same data length with the mapped GIS attribute. For a numeric Civic Platform attribute that has decimal places, make sure both its integer and its fraction length is no less than that of the mapped GIS attribute. Otherwise, you cannot save the mapping.

  5. Click Submit.

    Civic Platform displays a message that the GIS Attribute Mapping updated successfully.

Syncing Asset Types with Feature Classes and Related Tables

If your agency uses Esri’s geodatabase as the main repository of assets and GIS objects, you can sync a feature class in Esri’s geodatabase to an asset type in Civic Platform, and sync a standalone table related to the feature class to another asset type. After you sync asset types with legacy Accela GIS, you establish the parent and child hierarchy of assets in Civic Platform.

Topics

Understanding GIS Requirements

Before you map and sync asset types in Civic Platform with feature classes and their related tables in Esri’s geodatabase, ensure that you have added the related tables into your map document (.mxd). This allows the Related Table drop-down list in the Asset Type edit form to retrieve the table names for your selection. Later you must publish the map service with the map document and integrate the map service into legacy Accela GIS for Civic Platform use.

This section provides you with instructions about how to add the tables that relate to feature classes into your map document. For more instructions about how to publish a map service and how to integrate the map service into legacy Accela GIS, see the Accela GIS for ArcGIS Server Configuration Guide and the Accela Civic Platform GIS Administrator Guide.

To add feature-class-related tables into a map document

  1. Open your map document (.mxd) in Esri ArcMap.



  2. Drag and drop the tables that relate to feature classes into the map document.

    The Layers panel in Esri ArcMap lists the related tables, which do not display in the Layers panel in legacy Accela GIS.



  3. Save your map document and publish it as a map service.

Syncing Asset Types with Feature Classes and Tables

If your agency uses Esri’s geodatabase as the main repository of assets and GIS objects, you can map and sync feature classes and their related tables in an Esri geodatabase to asset types in Civic Platform.

A feature class in the geodatabase (see Figure 1) is represented visually on the map as a layer and contains a collection of common features with the same spatial representation, such as points, lines, or polygons. A stand-alone table in the geodatabase provides descriptive information about features or contains a collection of features without spatial representation. Your agency can associate objects in one feature class with objects in another, or associate objects in one feature class with records in a table. However, you can only sync the relationships between the objects in a feature class and records in the related tables in the geodatabase to the parent and child hierarchy of assets in Civic Platform. The relationships between objects of different feature classes cannot be synced to Civic Platform.

Figure: Feature Classes and Tables in the Geodatabase



The asset type that a feature class is mapped to is the parent asset type while the asset type that a stand-alone table is mapped to is the child asset type. When you perform a synchronization for the parent asset type, Civic Platform does the following for both the parent asset type and the child asset type.

  • Syncs the relationship between assets and GIS objects with GIS

  • Syncs asset attribute fields with GIS attribute fields, if the GIS attribute mapping is established

  • Syncs the parent and child hierarchy of assets based on the relationship in which the related table participates

When you perform a synchronization for the child asset type, Civic Platform syncs the relationship between assets of this type and GIS objects with legacy Accela GIS, and syncs asset attributes with GIS attributes, as needed. Civic Platform does not synchronize the parent asset type or the sibling asset type with legacy Accela GIS.

Use Case Example

Your agency has a point feature class of sign supports and a table containing traffic signs. And inspectors use Civic Platform to perform inspections and maintenance on both the supports and the signs. The Sign Supports feature class already relates to the Traffic Signs table in the geodatabase. All you need to do in Civic Platform is to map the Sign Supports feature class to an asset type and the Traffic Signs table to another asset type, and then sync the asset types with legacy Accela GIS.

To sync asset types with feature classes and related tables

  1. Access the Asset Type Administration portlet (Navigating to the Setup Portlet).

  2. Search for and select the asset type that you want to map to a feature class.

  3. In the Asset Type tab, select Master Inventory in GIS.

    This option allows you to map a feature class (GIS layer) or its related table in the geodatabase to the asset type in Civic Platform. If you want to remove the mapping, clear this check box.

    Civic Platform makes the GIS-related fields editable.



  4. Complete the following GIS-related fields. For a description of the fields, see Table 1.

    • GIS Service

    • GIS Layer

    • (Optional) Related Table

    • GIS ID for Asset ID

  5. Click Save.

  6. Go to the GIS Attribute Mapping tab and map each GIS attribute field to a Civic Platform field.

    For more instructions about creating the field mappings, see Linking GIS Attribute Fields to Asset Type Fields.


    Note: If you specify a related table for the asset type, the GIS Attribute Mapping tab lists the fields in the related table as the GIS attribute fields. Otherwise, it lists the fields in the GIS layer (feature class).

  7. Search for and select another asset type, and then complete through to map it to the feature class related table.

  8. Return to the Asset Type tab for the parent asset type, and then click the Sync with GIS button.

    For more instructions, see Performing a Manual Synchronization.

    Civic Platform displays a message prompting the sync progress. When the sync is complete, Civic Platform displays the message “Synchronized successfully with GIS.”

Viewing Related Asset Types

After you map a feature class and its related tables in the geodatabase to asset types in Civic Platform, the Related Asset Type tab appears and lists all related asset types for every asset type in the parent and child hierarchy. The Related Asset Type tab is not available for the asset type that does not participate in any relationships with other asset types.

The possible relationships between asset types are parent, child, or sibling relationships. The asset type that maps to a GIS layer (also known as feature class) is the parent while the asset type that maps to a table related to the GIS layer is the child. When a parent asset type has multiple child asset types, the relationships between child asset types are “sibling relationships.” For more information about establishing relationships between asset types, see Syncing Asset Types with Feature Classes and Tables.

To view related asset types

  1. Access the Asset Type Administration portlet (Navigating to the Setup Portlet).

  2. Search for and select the asset type that you want to view its related asset types.

  3. Click the Related Asset Type tab.

    Civic Platform displays a list of related asset types for the asset type. The list is similar to that in the Asset Type administration portlet. The only difference is that the Related Asset Type list has the Relationship column while the Asset Type administration list does not. The Relationship column indicates whether the asset type is the parent, child, or sibling of the current asset type.



  4. Click the link to the asset type that you want to view.

    Civic Platform displays the details of the asset type.