You can import data into all the major data tables in WorkflowMax by using CSVComma Separated Value. A type of text file that you can use to import data into WorkflowMax from other applications. You can also export data from WorkflowMax data tables into CSV format. or tab-delimited text files. These files can be created in a spreadsheet or text editor, or by exporting them from other applications.
Imports are of most value during initial setup of your system, but they can also be used later to add and update information in some tables.
Take care to avoid clicking the Import button more than once for each import: click the button once then wait for the message from WorkflowMax to confirm the import. If you click the button more than once, it is possible to create duplicate import records in the database.
You can import data into the following data tables:
Example files are available in the CSV import file library.
- How WorkflowMax handles re-imported data
The result of importing a spreadsheet into WorkflowMax and then re-importing the same (or slightly updated) spreadsheet depends on two factors:
- Which data table you are importing the data into. Most data tables ignore attempts to import records that are already on file, which stops duplicate records being created. However, some data tables do allow you to create duplicate records. The help information for each import type indicates clearly whether duplicate records can be created or not.
- Whether the Update Existing? option is selected. There are some cases where you might wish to re-import a record to update the information that is already on file (such as a client or supplier address or for cost updates). To cater for this, some data tables support the Update Existing? feature, which allows existing data records to be updated with newly imported information. The help information for each import type indicates clearly whether the Update Existing? feature is supported or not.
- Additional import options
Additional import options for MoneyWorks, MYOB, QuickBooks and Traffic, are available in the Business > Settings > Import > File Type drop-down list.
If you are using the optional Lead Manager, you can import leads A lead is a possible sale opportunity for a prospective client (a prospect) or an existing client. from quotes A quote contains details of the costs that your client should expect to incur if they proceed with the job. There may be some variation between the quoted costs and actual costs, but your client should have some confidence that this variation will be small. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. .
If you are using Xero, you can import contacts from Xero.
If you are using WorkflowMax Premium, you can also import:
- invoices (from Xero)
- staff data.
Before you import jobs, invoices, purchase orders and quotes
Before you import any job, invoice, purchase order or quote data you must find out what sequence number to use for the first imported data record. This ensures that the imported data will use sequence numbers that follow on directly from your existing numbers.
For further details, see Edit organisation number sequences.
Importing data into WorkflowMax
- Import clients
- Import costs
- Import job costs
- Import jobs
- Import leads
- Import payments
- Import suppliers
- Import tasks
Importing data into WorkflowMax Premium