Resources Centre

Frequently Asked Questions

Data Import Function

Q1: The memorial data in my Excel file cannot be imported to the e-Memorial Form (Data Import). Why and what should I do?
A:

It may be caused by the following problem(s). Please check and fix the problem(s) before importing of data again. If problem(s) persist(s), please close both the e-Memorial Form (Data Import) and Excel programs and try again.

Please also ensure that the workstation requirements as specified in Q2 under "General" have been complied with before using the e-Memorial Form (Data Import).

Error Message / Solution
#Error MessageSolution
(a)There is no worksheet named "Sheet1" in the Excel file.Set the name of the worksheet containing data to be imported as "Sheet1" and try again.
(b)The required column heading name(s) (e.g., "Solicitors_Code") cannot be found in Row 1 at Sheet1 of the Excel file, or the name(s) do/does not match with the template at Sheet1 of the Land Registry Excel file ("LR File").Check and ensure that Row 1 of Sheet1 contains each and every column heading name as specified in the provided template. Please refer to Sheet2 of the LR file here [for lodging solicitors] or [for government departments] for a complete list of column heading names.
(c)The required control data cannot be found in the control row (Row 2) at Sheet1 of the Excel file, or the data do not match with the template provided in the LR File.Check and ensure that Row 2 of Sheet1 contain all the control data as specified in the provided template. Please refer to Sheet3 of the LR file here[for lodging solicitors] or [for government departments] for a complete list of control data.
(d)Data in the data row(s) (starting from Row 3) for specific column heading(s) (e.g., "Registration_Fee") are in invalid/incorrect data format.

Check and ensure that the data in the data row(s) are in valid/correct data format. Please refer to Sheet2 of the LR file here [for lodging solicitors] or [for government departments] for a list of points-to-note on data format.

You may also use the "Check Data Format" function in the template at Sheet1 of LR file to find out the source of the problem(s).

(e)The Excel file to be imported is open or in use.Close the Excel file and try data import again.
(f)You have not yet added the e-Memorial Form (Data Import) to the trusted list of Adobe Reader.Please follow the procedure here to add the e-Memorial Form (Data Import) to the trusted list of Adobe Reader and try data import again.
(g)Microsoft Office 2010 or above or the Microsoft Access Database Engine (applicable to workstations installed with Microsoft Office 2016) has not yet been installed on your workstation.

Install Microsoft Office 2010 or above, or the Microsoft Access Database Engine (applicable to workstations installed with Microsoft Office 2016) to your workstation before importing of data from the Excel file.

Microsoft Access Database Engine:
http://www.microsoft.com/download/en/details.aspx?id=13255

(h)The Excel file cannot be located from the location and name entered in the "Import Data from Excel File" dialogue box of the e-Memorial Form (Data Import) program.Enter the full location and name of the Excel file in the dialogue box, including names of drive and folder(s), for example, "C:\Data_File_LR152A.xls" , "F:\e-Memorial Form\Excel File.xlsm"
Q3: How many rows/columns of memorial data can be contained in Sheet1 of the Excel file? Can I re-arrange the order of the column headings in Row 1 for my own purpose?
A:

You can enter any number of data rows/columns so far as Rows 1 and 2 contain all the pre-defined column heading names and control data. You can re-arrange the order of the column headings in Row 1 (together with the corresponding control data in Row 2) to meet your own needs. You can also freely add or insert new column(s)/column heading(s) to Row 1 for your own purpose (e.g., file reference), but the data therein will not be imported to the e-Memorial Form (Data Import).

Q4: How many data rows can be imported to the e-Memorial Form (Data Import) at a time? Can I save all the memorial forms generated by the program under one single file?
A:

A maximum of 200 data rows can be imported to the e-Memorial Form (Data Import) program at a time (e.g., row no. 3 to 202, row no. 101 to 300 etc.). Each row of memorial data imported will produce one respective memorial form. You can save up to 200 memorial forms under one single file.

Q5: How many memorial forms can be processed/previewed/printed at a time?
A:

The memorial forms produced from the memorial data imported will be assigned in a maximum of 4 ranges, each containing not more than 50 memorial forms. You may process/preview/print a maximum of 50 memorial forms of the same range at a time.

Q6: How many Property Reference Number ("PRN") can be entered in each data row of the Excel file and the e-Memorial Form (Data Import)?
A:

You can enter up to 5 and 10 PRNs in each data row of the Excel file and the e-Memorial Form (Data Import) respectively.

Q7: How many numbers of parties’ details can be entered in each data row of the Excel file and the e-Memorial Form (Data Import)?
A:

You can enter up to 6 and 10 numbers of parties’ details in each data row of the Excel file and the e-Memorial Form (Data Import) respectively.

Q8: Can I open and use the e-Memorial Form (Data Import) and the source Excel file at the same time?
A:

To ensure successful import of memorial data, you should save and close the Excel file before data import.

Q9: What can I do if I do not want to preview or print a particular memorial form?
A:

You may tick the "Skip Printing" box on the respective memorial form to skip previewing or printing a particular memorial form.

Q10: How to show the unique serial number on the supplementary sheet(s) of the memorial form(s)?
A:

By ticking the "Show the unique serial no. of individual form(s) on supplementary sheet(s)" box on the control page of the e-Memorial Form (Data Import), the unique serial number will be shown on all supplementary sheets of the selected memorial form(s).

Q11: How to enable and use the "Check Data Format" function (the button displayed in pink) provided in the template at Sheet 1 of the Land Registry Excel file (“LR file”)?
A:

To use the "Check Data Format" function in the provided template, the "Macro" function of Excel must be activated beforehand.

For Excel 2010 version
Select "Disable all macros with notification" under "Office button > Excel Options > Trust Center > Trust Center Settings > Macro Settings", then select the relevant option at the "Security Warning Message" bar upon opening the LR file.

For Excel 2013 and 2016 versions
Select "Disable all macros with notification" under "File > Options > Trust Center > Trust Center Settings > Macro Settings", then select the relevant option at the "Security Warning Message" bar upon opening the LR file.

For details of macros, please refer to the following support website of Microsoft Excel.

http://office.microsoft.com

You may use the "Check Data Format" function to check whether the memorial data entered in specific cells of column headings (e.g., "Solicitors Code", "Registration Fee") are in correct data format. Upon clicking the "Check Data Format" button in the template, the macro program of Excel will check the cells one after another. In case irregularity is found in one cell, the system will prompt error message and stop at that cell for your amendment. To continue the checking of remaining cells, you need to click the button again. A message "Checking Completed" will be prompted when the checking process has been completed.

Q12: Why should I install the Microsoft Access Database Engine for using the e-Memorial Form (Data Import)?
A:

If your workstation is installed with Microsoft Office 2016, you are required to install the Microsoft Access Database Engine so as to facilitate the transfer of data between the Excel file and the e-Memorial Form (Data Import).

Q13: When using the enhanced e-Memorial Form (Data Import), how can I use the auto-fill function to retrieve the address/undivided shares/lot information of the Property Reference Numbers (PRNs) concerned from the IRIS Online Services when the memorial data in the Excel file are exported to respective e-Memorial Forms?
A:

You should click the "Yes" button for "3." under Step 1 on the control page of the enhanced e-Memorial Form (Data Import) to indicate you would like to retrieve the address/undivided shares/lot information of the inputted PRNs from the IRIS Online Services and then click the "Import Data from Excel File" button.

Q14: How many Property Reference Numbers ("PRNs") can be retrieved from the IRIS Online Services and auto-filled to each of the enhanced e-Memorial Form (Data Import)?
A:

You can enter up to 5 PRNs for each data row of the Excel file and each row of memorial data imported will produce one respective memorial form. If you opt to use the auto-fill function of the enhanced e-Memorial Form (Data Import), the address/undivided shares/lot information of a maximum of 5 PRNs can be retrieved from IRIS Online Services and auto-filled to each e-Memorial Form (Data Import).

Q16: If I opt to retrieve the address/undivided shares/lot information of the Property Reference Numbers (PRNs) concerned from the IRIS Online Services when using the e-Memorial Form (Data Import), will the above retrieved information be entered into my source Excel File?
A:

No. The address/undivided shares/lot information of the PRNs concerned will be retrieved from the IRIS Online Services and auto-filled to respective e-Memorial Form(s) only. Information retrieved from IRIS Online Services will not be entered into your source Excel file.

Q17: I have already entered the memorial particulars in the address/undivided shares/lot number columns in the Excel file. Will this information be exported to the e-Memorial Form (Data Import) if I opt to retrieve the address/undivided shares/lot information from the IRIS Online Services?
A:

If you have opted to retrieve the address/undivided shares/lot information from the IRIS Online Services, the memorial particulars you have entered in the address/undivided shares/lot number columns in the Excel file will not be exported to the e-Memorial Form (Data Import).

Q18: Can I know if there is any e-Memorial Form (Data Import) containing Property Reference Numbers (PRNs) for which the address/undivided shares/lot information cannot be retrieved from the IRIS Online Services?
A:

Yes. When you process the e-Memorial Form(s) after data import is completed, a message will be prompted informing you which e-Memorial Form contains PRN(s) for which the address/undivided shares/lot information cannot be retrieved from the IRIS Online Services. You should review the e-Memorial Form and input relevant information accordingly.