You can import a list of hazards in bulk into your Health & Safety Hazards library using a CSV file. This saves time and reduces input errors - especially when you have a lot of hazards to add to your Hazards library.
Hazards are part of vWork's Health & Safety feature. They are used to manage hazards associated with a job to reduce risk. To find out more about the Health & Safety Hazards feature read the article, Health & Safety: Hazards. If you want to add Health & Safety to your account please email firstname.lastname@example.org. We’ll get in touch to talk with you about your requirements.
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This article explains how to import hazards from a CSV file. To find out how to prepare a CSV file to import hazards please see the article, Prepare a CSV file to import data into vWork.
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Things to set up before importing hazards
Before you import hazards you must:
- Enable Health and Safety in your account if you haven’t already done this. This process is explained in the article, Turn on Health & Safety.
- Make sure the Risk pick list and Control pick list saved in the Health & Safety Settings tab are set up to best suit your needs. The options saved in these pick lists are often used as values in the hazard import CSV file. The import won’t work successfully if the values in the CSV file don’t match the options saved in these two pick lists. To find out more about setting up the Hazards pick lists, please read the article, Health & Safety: Hazards.
How to import hazards from a CSV file
The hazard import process
Hazards are imported through the Hazards tab in the Health & Safety settings. When you import hazards from a CSV file you perform 2 steps:
- First, upload the CSV file into vWork.
- Next, match the specific data fields from the uploaded CSV file to the vWork hazard fields and run the import.
Upload the CSV file
Before you upload the hazard import CSV file make sure that it is ready for import. Take a look at the article, Prepare a CSV file to import data into vWork, for more information about how to set up the CSV file.
Note: You can import a maximum of 5000 hazards in a single CSV file.
To upload the CSV file:
- Go to Settings > Hazards.
- Click to select the Hazards tab.
- Scroll to the Import from CSV section and from Upload a CSV file:, click .
- Browse your network to find and select the hazard import CSV file.
Note: Once selected you can see the name of the CSV file next to the Choose File button.
- If the CSV file has a header row (recommended) click the checkbox to select My CSV has a header row.
This ensures that the header row is excluded from the data import and also provides you with the CSV field labels to make it easier to match the CSV fields to the vWork fields in the next stage of the import process.
- The Hazard matching page is where you complete stage 2 of the hazard import process. The blue fields on the left correspond with the columns that you have in your hazards import CSV file. In this example, we have all the hazards fields in our CSV file.
Match the hazards import CSV fields to the vWork hazards fields
At this stage of the process, you begin matching the fields that contain the data from the hazard import CSV file to the corresponding hazards fields in vWork.
- We only import data from the fields that you choose to match. If you don’t match a field the data in the CSV file for that field isn’t saved with the hazard in vWork.
- Hazards are not created in vWork until you have completed the matching process and clicked Import Items. This means you can review where you have matched fields and adjust this before finalizing the hazard import.
To match the CSV fields to the vWork hazards fields:
- Drag the first blue field that you want to match from the CSV fields on the left to the corresponding vWork hazard field on the right. Drop the CSV field in the corresponding field. The vWork customer field changes to green when the CSV field is matched, and the CSV file field changes to a light blue.
🔔Important: This Description field is the only field that must be included in the hazard import. You must match this field for the Hazard import to work.
- Repeat step 1 for each field that you want to match.
💡Tip: If you accidentally drag a CSV field to the wrong hazard field you can click the X in the right-hand corner of the green box to remove the match.
- Once you have matched all fields from the hazards import CSV file to the vWork hazards fields click to start importing them into vWork.
- When you Accept the import vWork returns to the Hazards tab and a banner displays at the top of the screen to tell you that the jobs are being imported. Depending on the number of hazards you are importing this may take a while. You can continue to do other tasks in vWork while the hazard import is processing. We’ll send you an email when the import is complete.