Working with and importing with CSV files

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What is a CSV File?

A CSV is a comma-separated values file, which 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 formating, and can not save formulas.


Saving your spreadsheet as a CSV

Please Note: These instructions are for Microsoft Excel 2010, but any spreadsheet software will follow a similar process.

 

1. Open your file in your spreadsheet program.

2. Click on File and choose Save As.



3. Under Save as type, choose CSV (Comma delimited). Click Save.



4. You may see a message that your file "may contain features that are not compatible with CSV". Click Yes to continue. This message informs you that any formatting you have (eg. colors or bold text) and any formulas will not be preserved in the CSV formatted file.


Prepare your CSV for Import
 

When you create a new CSV file for import or import data from another app, 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. 

This table shows the default optional columns used in vWork. Use these names, or similar, to make it easy to match during the import of the data. 

Customer Import  Jobs Import
Customer Name Job 3rd party ID (if required)
Customer 3rd party ID Customer Name
Customer Notes Workers email address
Delivery and/or Billing contact first name Start time
Delivery and/or Billing contact last name All steps from the selected template
Delivery and/or Billing contact phone All Custom fields from selected template
Delivery and/or Billing contact mobile  
Delivery and/or Billing contact email  
Delivery and/or Billing contact fax  
Delivery and/or Billing contact formatted address  

 

Tip: Remove any unwanted CSV columns that came with the imported customer data before importing it into vWork. Ideally, match the columns in the order shown in the table above.  This will make it simpler to match fields during the import process.

Importing your CSV into vWork 

There are a few things to note when importing your CSV file into vWork:

1. Are you bulk importing Customers or Jobs?

2. Does your CSV file have headers on the columns as that match the import fields like in the example shown here?

3. What CSV columns match to what vWork fields



Additional CSV tip

A handy thing to try is to manually add a customer to your vWork account, then export your customer to a CSV file using the Export button. You can then open the exported CSV file, and type or paste in your new customers.
You will also get a good idea what a CSV import file looks like, and have a template to use for importing future customers.

 

Tips on Date formatting.

If you want to:

  • assign each job to a worker, ensure that your CSV includes the worker’s email address.
  • import scheduled start time, ensure your CSV includes a start date and time in this format:
    YYYY-MM-DDTHH:MM
  • populate a date-time custom field, the format is similar but must include second and a time zone offset. It looks like this: YYYY-MM-DDTHH:MM:SS+12 (where +12 is the local time zone.)

 



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