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Import Overview - Setup Data and Records

Importing Records | Forbidden Characters | Valid Field Names and Key Fields | Time Zones | Example of Importing a Company Record | Importing Custom Fields | Updating Existing Records Via Import | Predefined Import Files | Resources

Workamajig provides users with the ability to import information into the system. Most importing functions can be done via the Listing screens showing the report view of the data. Other system level setup items need to be imported via the Data Exchange function.

The most common type of data file is CSV. This stand for comma separated values. So while you may use a spreadsheet application like Excel to create your tables, you will need to save the file in the *.CSV format. Also since this format uses commas to separate each field of data, make sure the data into those fields do not have commas in them.

Importing Records

From the Admin/Manager > Import Data page you can then import all types of data.

The following example describes the importing of Company records into Workamajig. The method used in this example is consistent across all other import functions. At the end of this guide are some preformatted sample files you can use to to build your own import file.

NOTE: If you are trying to import multiple values into the same field, i.e. Employee assigned services, you must use a semi-colon to separate each value (i.e. copy;edit;design)

If you have any questions, please do not hesitate to contact your Account Manager by emailing  support@workamajig.com.

Forbidden Characters

There are some characters and combination of characters that the system will not allow you to import, for data integrity reasons. Please remove the following fields from your file prior to importing or else your import will fail.

The following individual characters are not importable.

'   [   %   ;   #

The following grouped characters are not importable.

\''   \'   --   /*

Valid Field Names and Key Fields

importselection.png

You may notice that when you open the import screen for a specific section that there are two types of fields listed. Valid Field Names and Key Fields.

Valid Field Names

  • These are all of the Fields that you can import in relation to the data of this area.

Key Fields

  • These represent the minimal required fields that are needed for importing and updating via re-import. The system makes a comparison to all of the key fields. If there is a match in the key field, it will update the other key fields. Ex. If the import file contains Client ID and Company Name, and Company Name is already in the system, but the Client ID is different, the Client ID will be updated with "new" client ID. 
  • Always have a key identifier, such as a single one of the Key Fields as the first column in your import file, so the importer knows to identify the record first, before importing or re-importing.
  • If you see Updates not supported" next to key fields, then this means that you cannot update an existing record via re-importing the data by way of Key Field(s). You would then need to update the record manually in Workamajig, or delete it and then re-import.

Time Zones

Please use the "Index" column of the following site for reference on what value to use when importing a record with a Time Zone field.

https://ss64.com/nt/timezones.html

As a backup, we have a Time Zones Import Index guide with this data as well.

Example of Importing a Company Record

Admin/Manager: Import Data

1) Create Data File: Workamajig works best using a .CSV file. We recommend you edit the data in Excel. Just prior to importing, convert it to a CSV file. DO NOT OPEN this file. This is to ensure data with leading zeros is not truncated when it is reopened.

NOTE: Its best that your column headers match exactly to what Workamajig is expecting, as this will map to the defined field without having to manually choose which field its for in the import screen.

2) Go to Menu > Admin/Manager > Import Data. Then choose Clients, Vendors, Contacts or Leads for importing.

3) Click on the Import Companies Icon located to the left of the Company List.

4) Click on Browse and select the file from your computer. If you have column headers in your excel file, then you can check the box First Row Contains Field names. Then, the system will look at the first row of your excel file and see if it matches with any fields available for import. (This may make the next step faster, but is not required). Click Upload.

5) At the next screen you can map the fields to make sure they’re correct. Any field names that the import did not recognize will be highlighted in yellow and say Ignore this field. Here, you can change it with the drop-down.

6) Now you can check just the rows you want to import and click on Import Records at the top left of the screen.

NOTE: We recommend that you select only a few rows the first time to ensure the data was imported correctly. Do not close the import screen. Open the Listing Screen and search for the new entries. Confirm the content. If all looks good, return to the import screen and select all.

The system will now start working on importing each line of the file. This may take some time. In the Status column, you will see the results of the line import.

At the end of the import a screen will popup, showing the results of the import.

If you have any failed rows, click Save failed rows to file.

In the excel spreadsheet, look at Column A. This will give the reason for the failure. Make the adjustments to the fields in this worksheet, save. You can now use this file to import the corrected lines.

Importing Custom Fields

You can see your list of custom fields form the import screen, they will be shown in the Valid Field Names sections and noted with a "CF_" in front of the field name.

When importing custom fields, ensure you have the data you wish to import is using the format as defined by the custom field:

NOTE: All custom fields must be setup in Workamajig prior to import. Workamajig will not auto-create any fields.

Numeric > 12.34
Do NOT include any commas.  If you use different separators, this is defined by the system Culture. This must be set prior to import via Menu > Admin/Manager > System Setup > Visual Appearance > Culture. Culture will define the number format used.

Currency > 12.34
Do NOT include commas or currency symbols. If you use different separators, this is defined by the system Culture. This must be set prior to import via Menu > Admin/Manager > System Setup > Visual Appearance > Culture. Culture will define the currency format  and symbol used.

Date> MM/DD/YYYY 
The format used will be based upon what you have chosen, if using DD/MM/YYYY, then that is the format that should be imported. This must be set prior to import via Menu > Admin/Manager > System Setup > Visual Appearance > Culture. Culture will define the date format used.

Text / Text Box> these are text fields, the size or character limitations are set on the field.

Single Checkbox > Yes or No (Blank)
Yes will check the box. No or Blank will leave the box unchecked.

Multi Checkbox > "A,B,D"
The import field will contain the selected entries you want selected, separated by commas (no space before or after), and the entire entry is surrounded with double quotes. The individual entries must match the entry created in the custom field.

Radio > Yes or No (Blank)
Yes will select the radio button. No or Blank will leave the radio button unselected

Dropdown > match entry
The entry must match the entry created in the custom field

Updating Existing Records Via Import

NOTE: This is advanced use of importing and has the ability to update current records that can potential cause unwanted changes. So please double check your work before importing over existing data.

You can update most importable fields on existing records via import. To do so requires the use of Key Fields. These can be seen when you open the import screen of that section. 

Not every field can be updated via import and this will be shown on the import screen of that section with the verbiage of Updates not Supported where the Key Fields would reside.

Here is a screenshot of the import screen for Companies. Note the Valid Field Names and the Key Fields.

How this works is your first column in your CSV file will be one of the Key Fields. Then all columns after it will be updated via import.

Example:

With the above screenshot of companies, what if you wanted to update the Company Name and Account Manager on an existing record? You would create a CSV like so:

Client ID,Company Name,Account Manager,

ClientID = If it already exists, then it updates the rest of the fields of the linked client. Else it adds a new client.

Company Name = If Client ID was found, then this will override what is in the system. Else it will add a new Company.

Account Manager = Has to match the Full Name (First Name and Last Name) of an active user in the system.

If you leave a field blank on columns 2 of your CSV file, then whatever currently exists in that field in the system will remain. You cannot blank out a field via this process.

If you want to update a Key Field, then you need to use the other available Key Field as your first column and then key field to change as the second column.

Predefined Import Files

On the individual import screens will be a list of all possible data fields that can be imported for that area. The following files provide only the fields that are required or most often used in Workamajig.

All import screens are available via Menu > Admin/Manager > Import Data.

Leads/Contacts/Company

It is recommended that you perform the import in the following order. You need only prepare 1 file for import. From the import screen you can define which columns will be imported and which will be ignored:

1) Import Company Records: Do Not Map Primary Contact (see 3)

2) Import Contact Records

3) To set the Primary Contact: Re-import the Company Record, map the following columns: Client ID/Vendor ID; Company Name; Primary Contact

Admin-Setup

Project Files

Transactions

Resources

Admin/Manager: Import Data

Importing Companies/Contacts/Leads

Custom Fields Overview

Time Zones Import Index

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