Frequently Asked Questions - Importing Data

Importing Data

• What kinds of items can be imported into my organization?
• When should I use import files to add items to my organization?
• What file formats can be used for import files?
• I have a newer version of Microsoft Excel. Can I still use it to create import files?
• How do I create an import file?
• How do I include a blank entry?
• How do I import a value that has a zero or a minus sign (-) at the beginning?
• How do I import a file
• What happens if I accidentally import the same item twice?
• An example of creating an import file

* An application user must have a user role that grants permission to View/Modify the desired import item.

What kinds of items can be imported into the organization?

The following items may be imported:

• Home Terminals
• Drivers
• Locations
• Vehicles
• Trailers
• Other Assets

When should I use import files to add items to my organization?

The Import option allows an organization to enter multiple items into the system at one time, rather than adding them to the organization individually.

What file formats can be used for import files?

The import file can be saved in any of the following formats:

• .CSV (Comma Separated Value)
• .XLS (Microsoft Excel 97-2003)
• .XLSX (Microsoft Excel 2004 - current)

I have a newer version of Excel. Can I still use it to create import files?

How do I create an import file?

The best ways to create an import file are:

• Use Microsoft Excel and save as an .XLS and/or .XLSX file depending on the version of Excel you are using.
• Use Microsoft Excel and save as a .CSV file.
• Use Notepad (or other plain text editor) and save as a .CSV file.

How do I include a blank entry?

To leave a column blank:

• For an .XLS or .XLSX file, insert a space into each empty column
• For a .CSV file, simply add a blank entry to the row (Ex: Last,,First). To leave an empty column at the end of the row insert a trailing comma (Ex: 3rdToLast,2ndToLast,).

* See below for a concrete example.

How do I import a value that has a zero or a minus sign (-) at the beginning?

If you wish to import a value that begins with zero (0) or a value that is negative, you must format the file correctly to ensure that any leading minus signs (-) and/or leading zero(es) are preserved:

To preserve leading zeroes or minus signs:

• For an .XLS file, change the cell format to "Text."

  OR

  Enter an equals sign (=) followed by the value enclosed in quotation marks (for example, ="01234" or ="-82.0128").
• For a .CSV file, simply enclose the value in quotation marks (for example, "01234", "-82.0128").

* See below for a concrete example.

How do I import a file

To import a list of items:

1. On the list page for the item(s) you'd like to import, click the Import button. This displays the Import page.
2. Verify that the desired item's type is selected in the drop-down list.
3. Select the .CSV, .XLS or .XLSX file to be imported.

   To select the file:

   1. Click the Choose File button.
   2. In the file browser window, navigate to the location where the import file is saved.
   3. Select your import file and click Open.
   4. The path or filename of your import file will now be shown next to the Choose File button.
4. If your import file contains a header row (the names of the columns), then select the checkbox next to Header row.
5. Click the Import button (on the Import page).
   • If the import was successful, green text will be shown indicating success.
   • If the import failed, red text will be shown to explain why.
6. Click the Done button to return to the list page for the imported item(s).

What happens if I accidentally import the same item twice?

If you imported duplicate Home Terminals, or Locations, the duplicate items will be skipped and no changes will have been made.

However, importing duplicated Drivers, Vehicles, Trailers, or Other Assets will update the existing item with any new change(s). This means that if you need to edit several Drivers or Assets at once, you may use an import file to do so.

An example of creating an import file

For example, I'd like to import a list of pets into my organization.

We'll say that a valid pets import file will have 5-6 columns and one or more rows of data.

Columns must be in this specific order:

* The first row of the import file may contain a list of the column names, but they are not required.

If I then want to add the following pets to my organization:

• A dog named Sparky that is both indoors and outdoors and has a license number of 555-888.
• A python named Fluffy, with a license number of -123321 and is hopefully inside, but no one really knows for sure.
• Lulu Lady Lovely, a cat that is an indoor cat and has a license number of 00023.
• A lovable puppy named Tripod, who only has three legs, stays mostly indoors, and has a license number of 333-TTT.

I'd want my .CSV file to look like:

Note: The first row of the import file may contain a list of the column names, but they are not required.

• Pet Name,License Number,Indoor/Outdoor,Pet Type,Number of Legs
• Sparky,555-888,Both,Dog,
• Fluffy,"-123321",,Python,"0"
• Lulu Lady Lovely,"00023",Indoor,Cat,
• Tripod,333-TTT,Indoor,Dog,3

I'd want my .XLS or .XLSX file to look like:

Note: The first row of the import file may contain a list of the column names, but they are not required.

* All of the cells have their cell format set to "Text."