How to prepare your customer, location, and job data for import - self import

This feature is only available for PRO Connect or Work Subscribers.

We offer the ability for your company's users with Administrator privileges to import your existing customer, location, and job data via the Local > ADMIN > Import Data tab. First some background information:

Our system is built upon a hierarchy of Customer > Locations >  Jobs. Your customer must have one or more physical locations, and each location can have an unlimited number of jobs.

There are sample import files attached to this article for each file type. Using our sample files and overwriting the sample data with your own (vs. creating your import file from scratch) is the best way of ensuring that your import is successful.

• Your import file must "match" our sample/template in that it must include a header row and all fields (columns) must be present in the same order and having the exact same labels. Do not make any changes to the column headers (top row) in the sample/template file.
• Fields marked in red in our template are required to have values while data is optional for all fields that are not red
• The required field "clientid" (customer, location and job files) is your internal unique identifier for the client. That is, each of your customers must have a unique value for clientid.
• The required field "locationid" (location and job files) is your internal unique identifier for the specific physical location for the client. That is, each location must have a unique value for locationid.
• The required field "projectnumber" (job file) is your internal unique identifier for the job. That is, each job must have a unique value for projectnumber.
• State/province values must be provided as their official 2 character abbreviations
• Zip/postal codes can be provided as 5 digits (including leading zeros as necessary) for US and proper "XXX XXX" format for Canada. Providing a "ZIP +4 Code" digit area code allows you to set a more precise location.
• Country must be provided as either "US" for United States or "CA" for Canada
• All phone and fax values must be provided in the format "xxx-xxx-xxxx"
• All dates must be provided as "mm/dd/yyyy"
• The fields "timezone" (customer and location files), "status" and "projecttype" (jobfile) all have a limited number of possible values as described in our import specification below
• If a leademail is provided, we will check for a matching user account. If no match is found we will insert no project lead
• The optional job file's field "users" should be provided (if desired) as a comma delimited list of the email addresses of all other non-project lead users that you wish to add to the job, with each of these user emails matching the email address of a user that is already part of your instance.

Available fields for import, with required fields noted in bold and by *:

Customers

clientid *  (your internal unique identifier for your client)

name *

address

city

state  (provided as official 2 character abbreviations)

country  (provided as US or CA)

postal

timezone  (valid entries are Eastern, Central, Mountain, Mountain no DST, Pacific, Alaska, Hawaii, Hawaii no DST)

phone  (if provided must be in the format xxx-xxx-xxxx)

fax  (if provided must be in the format xxx-xxx-xxxx)

contactfirstname

contactlastname

contactphone  (if provided must be in the format xxx-xxx-xxxx)

contactmobilephone  (if provided must be in the format xxx-xxx-xxxx)

contactemail

website

notes
 

Locations

locationid *  (your internal unique identifier for this location)

clientid *  (your internal unique identifier for this location's client)

name *

address *

city *

state *  (provided as official 2 character abbreviations)

country *  (provided as US or CA)

postal *

timezone  (valid entries are Eastern, Central, Mountain, Mountain no DST, Pacific, Alaska, Hawaii, Hawaii no DST)

locnumber  (an allowance for an internal "friendly" location identifier unique to this client)

phone  (if provided must be in the format xxx-xxx-xxxx)

fax  (if provided must be in the format xxx-xxx-xxxx)

contactfirstname

contactlastname

contactphone  (if provided must be in the format xxx-xxx-xxxx)

contactmobilephone  (if provided must be in the format xxx-xxx-xxxx)

contactemail

website

notes
 

Jobs

clientid *  (your internal unique identifier for this project's client)

locationid *  (your internal unique identifier for this project's location)

projectnumber *  (your internal unique identifier for this project)

name *

leademail  (email address of the project lead - must match that of an existing PRO user)

projecttype  (if provided, valid values are: Installation, Manufacture, Permit, Service, Survey)

status  (if provided, valid values are: pending, out for bid, awarded, complete, cancelled)

projectid  (an allowance for an internal "friendly" project identifier unique to this client) 

projectbudget  (currency format)

startdate  (if provided must be in the format mm/dd/yyyy)

enddate  (if provided must be in the format mm/dd/yyyy)

description

gvcompany  (allowance for a project general vendor company name)

gvfirstname

gvlastname

gvemail

gvphone  (if provided must be in the format xxx-xxx-xxxx)

gvmobilephone  (if provided must be in the format xxx-xxx-xxxx)

gvtimezone  (Eastern, Central, Mountain, Mountain no DST, Pacific, Alaska, Hawaii, Hawaii no DST)