A CSV or comma-separated values file allows data to be saved in a table structured format. CSVs look like a standard spreadsheet but with a .csv extension. (Traditionally they take the form of a text file containing information separated by commas, hence the name.)
CSV files can be used with any spreadsheet program such as Microsoft Excel, Open Office Calc, or Google Sheets. They differ from other spreadsheet file types in that you can only have a single sheet in a file, they can not save cell, column, or row formatting, and can not save formulas.
In this article
- How to save your spreadsheet as a CSV file
- Prepare the CSV file to import data
- Import your data into vWork
- CSV file tips and tricks
How to save your spreadsheet as a CSV file
Instructions are similar but do vary between spreadsheet packages.
Note: These instructions use screenshots from Microsoft Excel 2013.
- Open the file in your spreadsheet program.
- Go to the File menu and click Save As or Download or Export depending on which spreadsheet package you are using.
- If you see a message similar to the one pictured below. This confirms that only values are saved and all formulas and special formatting are excluded from the CSV file format.
Click Yes, OK, or Save to continue
Prepare the CSV file to import data
When you create a new CSV file to import data from, the data may have different labels or column names to the naming conventions used in vWork. It is a good idea to create or modify the names of the columns to match vWork's customer and job import naming conventions.
Customer data import and job data import
These tables show the default and optional field names used in vWork. Use these names, or similar, as the column headings to make it easy to match the data to the fields when you import the data.
Customer fields/column headings
|Customer third party id|
|Delivery contact first name|
|Delivery contact last name|
|Delivery contact phone|
|Delivery contact mobile|
|Delivery contact email|
|Delivery contact fax|
|Delivery contact formatted address|
|Delivery contact lat|
|Delivery contact lng|
|Billing contact first name|
|Billing contact phone|
|Billing contact mobile|
|Billing contact email|
|Billing contact fax|
|Billing contact formatted address|
|Billing contact lat|
|Billing contact lng|
|All customer custom fields as they are labeled in your vWork account.|
Job Fields/column headings
|Job 3rd Party ID|
|Worker's Email Address|
|Duration (in seconds)|
Note: data is entered as an integer; eg, 1, 2, 3 etc.
|Health & Safety Tags|
|Import As Draft t/f
Note: Data should be either t or f where t equals true and f = false.
All steps as they are labeled in the job template;
|All step lat and long coordinates to match the steps as they are labeled on the job template;
eg., En route Lat/Lng, On-site Lat/Lng, Return to depot Lat/Lng.
|All custom fields as labeled on the job template.|
Pricebook data import
When you import Pricebook data there are only three field names required. These are:
Import your data into vWork
There are several articles that explain how to import CSV files depending on what type of data you want to import. Take a look at these articles for more information:
CSV file tips and tricks
Keep your CSV file tidy
Remove any unwanted columns in your CSV file that came with the imported customer data before importing it into vWork. Ideally, sort your columns into the order shown in the table above. This will make it simpler to match fields during the import process. The more effort you put into making the .CSV file tidy the easier it is to import the data and the less requirement to update information manually after the import.
Set up a CSV file to enter customer data into
If you have not set up your customers in vWork you easily set up the CSV file to add your customers to by creating a single customer record manually and then exporting this as a CSV. It will contain all the columns you need to enter your customer data.
When importing jobs there are some things you can do to add to the job import data.
- If you want to assign each job to a worker in the CSV file make sure your CSV includes the worker's email address.
- If you want to schedule a start time for each job ensure the CSV includes a start date and time. Use this format:
YYYY is the year; eg., 2021
MM is the month; eg., 09 for September
DD is the day of the month; eg., 12
T is just T representing time
HH is hour from the 24 hour clock;
eg., 13 for 13 hundred or 1 pm
MM is for minutes; eg., 30 for 30 minutes past the hour.
This example looks like this: 2021-09-12T13:30
- To populate a date/time custom field you use a similar format:
YYYY-MM-DDTHH:MM:SS+12 (where +12 is the local time zone.)
- If you want to geolocate a step in your job there are two important pieces of data you must include in the CSV file: an address for the step in one column, and the corresponding Latitude and Longitude to match the address in another column. If you have multiple unique geolocated steps, you need to include separate columns for the address and latitude and longitude for each of these. Name the columns in a way that will make them easy to identify when you match the CSV data to the corresponding template information in the vWork Job Fields.
- Make sure the Lat/Long coordinates are formated like this example;
Note: there must be a comma between the Lat and Long coordinates. You can also include a single space but this is not required.