Import tasks

Use these instructions to import generic CSV or TXT data relating to labour items for tasks.

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 Task Import Example.csv 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 three 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).

     "name","base_rate", "billable_rate", "description", "income_account"

  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 tasks

• The base_rate value is what it costs you (per hour) to have the task performed by one of your staff. The base_rate value is used only when calculating costs in a quote – later, when the work is invoiced, actual costs are calculated using the appropriate staff or task base rate.
• The billable_rate is what you charge the client (per hour).
• WorkflowMax will show an error if you try to import a task with a description that contains the Return character (such as several bullet points). The most likely way for task data to include the Return character is if you have exported it from another application to import into WorkflowMax, so take care to review this type of data before trying to import it.
• When using the Update Existing? option to replace existing data items, if you remove either the "description" or "income_account" fields from the import record, that field will be cleared of data in existing records.

Importing the data

To import task labour items 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 - Task.
   File Format	The format is either CSV or tab-delimited.
   Update Existing?	Controls whether existing data is overwritten with newly imported information. Select this checkbox if you want existing information to be overwritten with any new information. Clear this checkbox to prevent existing information from being overwritten with any new information. More... 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, this data table supports the Update Existing? feature, which allows existing data records to be updated with newly imported information.
   File	Choose the file on your computer that you wish to import.
   Job Import Options
   This section is required only if you are importing job data.

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.