Import jobs

Use these instructions to import generic CSV or TXT data for  jobs A job is the overall project that you or your organisation works on for a client. .

Before you begin

Before you import data into WorkflowMax, you need to prepare a suitable import file.

• Tips for ensuring a successful import
  • In your import file, each column header identifies a data field that you want to include in your import. You need specify column headers for only those fields that you want to import.
  • Unless you are importing custom fields, do not include any column headers that are not shown in the sample file (see below).
  • The column headers in your import file must match the format of the column headers in the sample file exactly. You must use the same capitalisation, with any spaces, punctuation or other characters as shown.
  • Make sure that you save the import file in the correct format: CSV or tab-delimited TXT.
  • Make sure there are no carriage-return characters in any of the data fields. These characters are created by pressing the Enter key and may have been included in the original data to break text onto several lines; in an address, for example.
  • Make sure there are no blank lines at the end of the data file – they will produce warning messages during import.

Setting up an import file

To set up an import file, do one of the following:

• Modify a sample file
  1. Open the Job Import Example file using a suitable desktop application, such as Microsoft Excel.
  2. Remove columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, below).
  3. Replace the sample data (from row 2 onwards) with the information you wish to import.
  4. Save the completed file in CSV format.

• Set up a file from scratch
  1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
  2. Include five or more of the following column headers in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).

     "Job Number", "Name", "Client", "Start Date", "Due Date", "Contact", "Client Order No", "Description"

  3. In row 2 onwards, enter the information that you wish to import.
  4. Save the completed file in CSV format.

• Modify a file containing data exported from another application
  1. Open a CSV or TXT file that has been exported from another application.
  2. Remove any columns and rows that you do not wish to use.
  3. Change each column header so that it exactly matches the equivalent column header listed under "Set up a file from scratch" above.
  4. Save the completed file in CSV or TXT format.

Notes on import data for jobs

• Make sure that the job numbers used in your input data records are set up to match the job numbers set up in WorkflowMax. For further details, see Numbering of jobs, quotes, invoices and purchase orders.
• The Job Number, Start Date, Due Date and Client Order No fields must all include a space (or spaces) between words as shown.
• If the client does not already exist in WorkflowMax, it will be created.
• The latest job Due Date that can be imported is 2030.
• Three additional job import options are available to specify the job state and, if required, the job category or job template. (see below).
• The Update Existing checkbox cannot be used when importing jobs (see below).

Importing the data

To import job data into WorkflowMax:

1. In the Business menu, select Settings > Import.
2. On the Import screen, provide the following information, as required.

   Field	Description
   Options
   File Type	The type of file that you wish to import. Select Generic - Job.
   File Format	The format is either CSV or tab-delimited.
   Update Existing?	Controls whether existing data is overwritten with newly imported information. The Update Existing? option is not available for this import type, so selecting the checkbox will result in an error message.
   File	Choose the file on your computer that you wish to import.
   Job Import Options
   State	The  job state Job states usually match the stages in your company's job workflow, such as Planned, In Progress or Completed. By adding notifications to each job state, you can communicate to key people how a job is progressing - and when it's time for them to take action.  that will be applied to the imported data.
   Category	The  job category Job categories are primarily a way to group various types of jobs (or tracking categories in Xero) together for reporting and viewing purposes. Whenever a job is invoiced, the information specified in the category, such as Xero Tracking Category, Income Account and Cost of Sale Account, is brought across in the invoices that flow through to your accounting system. , if required.
   Template	The job template to use, if required.

3. Import the data. The number of rows successfully imported is displayed at the foot of the screen. If there were any errors during the import, they will be displayed at the foot of the screen.