Directories are displayed as Excel-style tables. They allow you to import an existing database into Gino or build one using data collected through dynamic questionnaires. The resulting database can then be downloaded.
Directory management is restricted to administrators and directory managers.
1. Create a Directory by Importing an Excel File
a. Import a Directory
Import an existing database: An administrator can import an Excel spreadsheet containing information about clients, suppliers, contracting parties, or other parties into Gino.
Define the variables: Each column in the Excel file corresponds to a variable. The exact column heading is used as the variable name. During the import, Gino asks you to specify the variable type, such as text, number, list, or another available type.
Example: An Excel spreadsheet contains information about contracting companies, including their company name, registration number, registered office address, and other details. Each column is imported and used to create a variable.
Note: List-type variables cannot be populated dynamically from a directory. If the available values change frequently, use an Entity variable, which can be linked to subtemplates if necessary.
b. Create a Variabloc from a Directory
Place the cursor at the exact location in the document where you want to insert the Variabloc.
Open Memory > Variablocs: click Memory in the toolbox. You will be redirected to the Variablocs tab.
Select the directory: click Create from a Directory, search for the directory by name, then click Select.
Name the Variabloc and define its role: give the block a clear name and specify its role in the template, such as Supplier, Client, or Beneficiary.
Confirm the insertion: click OK. The directory variables are automatically inserted between two blue VB tags. The Variabloc variables will also appear in your list of available variables.
Updating the Directory
You cannot create new variables simply by adding columns to a directory that has already been imported into Gino. The structure and variable types must be defined before the import.
To add new fields, you must create a new directory containing the complete required structure.
You can, however, add new rows, which correspond to new records in Gino.
2. Create a Directory Using Data Entered in Gino
Populate and Export a Directory Using a Variabloc
Link and name the directory: The creator links the Variabloc to a data directory by selecting the Variabloc’s Remember option, then gives the directory a clear name.
Structure the database: Each variable in the Variabloc corresponds to a column in the directory’s Excel table.
Save data after each completion: At the end of the dynamic questionnaire, the author is asked: Would you like to save this data in the associated directory?
Download the data: The saved information gradually builds a structured database that can be reused and downloaded.
3. Use a Directory Through a Variabloc
Once a Variabloc has been created and linked to a directory, it makes entering information easier. When an author enters the name of a party, the information associated with that party in the relevant directory is automatically suggested.
For example, selecting a company allows Gino to suggest information already stored in the database.
If the information is no longer up to date, it can be edited while completing the questionnaire.
Users with the appropriate permissions can also update the directory itself.
Note: This prepopulation does not rely on automatic data enrichment from an external public register. It uses either the imported database or, where applicable, a connected client information system.
Available Information-System Integration : Gino can also query a client’s information system in real time through an API, provided that the data structure has been defined in advance and the integration has been configured. Any missing information must first be created in the client’s information system.