Boundary Management - Auto vs Manual Flow (User Guide)
What's the Difference?
Think of it like naming files on your computer:
- Auto Flow = Let the system name your files automatically (like "Document_1", "Document_2")
- Manual Flow = You name your files yourself (like "Budget_Report", "Project_Plan")
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Auto Flow - Let the System Generate Codes
When to Use Auto Flow?
✅ You're setting up boundaries for the first time✅ You don't have existing boundary codes✅ You want the system to handle code generation✅ You want a quick
and easy setup
How to Use Auto Flow?
Step 1: Prepare Your Excel
- Leave the "Boundary Code" column EMPTY
- Fill in all other columns (Country, Province, District, etc.)
Example Excel:
| Country | Province | District | Boundary Code | ← Leave Empty!
|------------|----------|------------|---------------|
| Mozambique | Maputo | KaMpfumo | | ← Empty
| Mozambique | Maputo | KaMubukwana| | ← Empty
| Mozambique | Gaza | Xai-Xai | | ← Empty
Step 2: Upload Your Excel
- The system will automatically create codes like:
- ADMIN_MO_C01 (for Mozambique)
- ADMIN_MO_P01 (for Maputo)
- ADMIN_MO_D01 (for KaMpfumo)
Step 3: Done!
- Download the processed file with generated codes
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Auto Flow - What Can Go Wrong?
| ❌ Error | 🔍 What It Means | ✅ How to Fix |
|------------------|----------------------------------|------------------------------------------------------|
| Mixed Flow Error | Some rows have codes, some don't | Remove ALL codes or fill ALL codes |
| Header Error | Column names don't match | Use exact names: ADMIN_COUNTRY, ADMIN_PROVINCE, etc. |
| Flow Mismatch | You used manual flow before | Keep using manual flow or contact admin to reset |
| Missing Fields | Empty cells in Country/Province | Fill all hierarchy levels (no gaps) |
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Manual Flow - Provide Your Own Codes
When to Use Manual Flow?
✅ You already have boundary codes from another system✅ You need specific naming conventions✅ You're integrating with existing data✅ You want full control
over codes
How to Use Manual Flow?
Step 1: Prepare Your Excel
- FILL the "Boundary Code" column with your codes
- IMPORTANT: Every row must have a code (including parent boundaries!)
Example Excel:
| Country | Province | District | Boundary Code |
|------------|----------|------------|---------------|
| Mozambique | | | MZ_001 | ← Country code
| Mozambique | Maputo | | MZ_MAP_001 | ← Province code
| Mozambique | Maputo | KaMpfumo | MZ_MAP_KAM_01 | ← District code
Step 2: Upload Your Excel
- The system will use YOUR codes exactly as provided
Step 3: Done!
- Download the processed file with your codes
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Manual Flow - What Can Go Wrong?
| ❌ Error | 🔍 What It Means | ✅ How to Fix |
|---------------------|----------------------------------------|----------------------------------------|
| Missing Code | A row doesn't have a code | Fill boundary code for ALL rows |
| Missing Parent Code | District has code but Province doesn't | Add codes for ALL parent levels |
| Duplicate Code | Same code appears twice | Make sure each code is unique |
| Mixed Flow Error | Some rows have codes, some don't | Fill ALL rows with codes |
| Flow Mismatch | You used auto flow before | Keep using auto flow or contact admin |
| Code Already Exists | This code is already in the system | Use a different code or remove the row |
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Quick Decision Guide
┌─────────────────────────────────────┐
│ Do you have existing boundary codes?│
└─────────────┬───────────────────────┘
│
┌──────┴──────┐
│ │
YES NO
│ │
▼ ▼
MANUAL FLOW AUTO FLOW
(Fill codes) (Leave empty)
---
Visual Comparison
📊 Auto Flow Excel
✅ CORRECT:
| Country | Province | Boundary Code |
|------------|----------|---------------|
| Mozambique | Maputo | | ← Empty
| Mozambique | Gaza | | ← Empty
❌ WRONG:
| Country | Province | Boundary Code |
|------------|----------|---------------|
| Mozambique | Maputo | MAP_01 | ← Has code
| Mozambique | Gaza | | ← Empty (Mixed!)
📊 Manual Flow Excel
✅ CORRECT:
| Country | Province | Boundary Code |
|------------|----------|---------------|
| Mozambique | | MZ_001 | ← Country code
| Mozambique | Maputo | MZ_MAP | ← Province code
| Mozambique | Gaza | MZ_GAZ | ← Province code
❌ WRONG:
| Country | Province | Boundary Code |
|------------|----------|---------------|
| Mozambique | | | ← Missing parent code!
| Mozambique | Maputo | MZ_MAP | ← Has code
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Common Questions
Q: Can I switch from Auto to Manual later?
A: No, once you choose a flow, you must stick with it. Contact your system administrator if you need to change.
Q: What if I make a mistake?
A: The system will show you an error message. Read the error, fix your Excel, and upload again.
Q: Can I use both flows in the same file?
A: No! Choose one:
- All codes empty = Auto Flow
- All codes filled = Manual Flow
Q: What happens if I upload the same data twice?
A: The system is smart! It will:
- Skip boundaries that already exist
- Only create new boundaries
- Update the file with all boundaries
Q: Do I need to fill parent boundaries in Auto Flow?
A: No! Just leave the code column empty. The system will generate codes for all levels automatically.
Q: Do I need to fill parent boundaries in Manual Flow?
A: Yes! Every boundary at every level must have a code.
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Step-by-Step Upload Process
For Auto Flow Users:
1. Download the boundary template
2. Fill all columns EXCEPT "Boundary Code"
3. Leave "Boundary Code" column empty
4. Upload your Excel file
5. Wait for processing (you'll see status: "accepted")
6. Download the processed file with auto-generated codes
For Manual Flow Users:
1. Download the boundary template
2. Fill all columns INCLUDING "Boundary Code"
3. Make sure every row has a unique code
4. Make sure all parent boundaries have codes
5. Upload your Excel file
6. Wait for processing (you'll see status: "accepted")
7. Download the processed file with your codes
---
Error Message Translation
When you see an error, here's what it means in plain English:
| Technical Error | What It Really Means |
|------------------------------|-------------------------------------------------------------|
| MIXED_BOUNDARY_FLOW | You're mixing auto and manual - choose one! |
| FLOW_MISMATCH_ERROR | You changed the flow type - stick with what you used before |
| MISSING_BOUNDARY_CODE | (Manual only) You forgot to add a code in some row |
| MISSING_PARENT_BOUNDARY_CODE | (Manual only) Your district has a code but province doesn't |
| DUPLICATE_BOUNDARY_CODE | You used the same code twice - make them unique |
| BOUNDARY_SHEET_HEADER_ERROR | Your column names are wrong - use the template |
| VALIDATION_ERROR | Something's wrong with your data - check for empty cells |
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