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Back in the Office - Importing Jobs

Importing a list of jobs into GeoOp can be done with our Job CSV Import tool.

Overview

Importing Jobs to GeoOp  is done by CSV import. CSV files are Comma Separated Value files, and can be created via Microsoft Excel and many other programs.

However, due to the nature of Jobs in GeoOp, creating imported Jobs has certain restrictions, and rules that must be carefully adhered to. Importing linked Job items such as Clients, assigned Staff, or mapping manually entered addresses in this way requires data to be cleanly entered & error-free. Please be aware of this when preparing your data for import, & reviewing any Jobs created.

Creating your import sheet

You can find the Job Import tool at Settings > Manage Data > Import Jobs in the website console, or by going to Jobs > Job List > Add Jobs > Import Jobs.

Click the 'Download Sample CSV' button. This will give you an sample sheet of accepted fields, & examples of the format data in each column must match for the import to be successful.

You can now fill in the fields with specific information about the jobs you will be importing. Fill in the required fields for as many Jobs as you like, leaving no blank rows.

Rules on data allowed is as follows, red = required field:

Field title Eg data Behaviour
Client Email Address jamie@bell.com Matches to existing Clients. If no exact match, a new Client is created

Client Company*

Acme Corp Client contact details field required/used for the creation of new Clients only
Client First Name* John Client contact details field required/used for the creation of new Clients only
Client Last Name* Smith Client contact details field required/used for the creation of new Clients only
Client Mobile  0210120201 Client contact details field required/used for the creation of new Clients only
Job Title Job3
Job Reference NEWJOB1534
Order Number PO12345
Job Start Date 1-aug-2015 If left blank Job will default to current date. Ensure dates are entered in this format
Job Start Time 8:00 If left blank Job will default to current time
Job End Date 1-aug-2015 If left blank, will default to default settings
Job End Time 08:30 If left blank, will default to default settings
Job Address 1* 55 Queen Street
Job Address 2 Auckland Central     Australian users should use this field as Suburb
Job Address City Auckland
Job Address State California
Job Address Postcode     1001
Priority Normal Only accepts default options, ignores non-matches & would add these as 'normal'
Job Status New Job WIll accept exact matches only, else will default to 1st Status
Workgroup The A Team If matching exactly to an existing workgroup, all Field Workers in that workgroup will be assigned to the Job. If no match is found the Job will be left unassigned
Job Description Whatever other details you need to add... perhaps add a unique import ref if required to easily find these Job after the import, eg import1Dec2013
Bill Client Code 1234 This adds a Billing Client to the Job, based on the Client Code found in the Client details page.
Staff John Gibbons This assigns a Staff member to the Visit

 

Importing Jobs

Now Select a File to Upload, by clicking on the 'Choose File' button.

Note: Make sure you leave the ‘Ignore First Line...’ box ticked, as the top line of information in your Job Import Sheet is not needed to import your job data.

Locate your newly-updated Job Import sheet. Once found, click on the blue ‘Import’ button. 

Once the file has been uploaded, GeoOp will show you a basic preview of the job data, as below. Check the data matches the fields.

Job_Importer.png

If required at this point, amend your sheet and re-upload it. Once you are happy, click the ‘Proceed With Import’ button.

GeoOp will now create real jobs. Anyone in your company with the right permissions can view these jobs straight away. If you have assigned workgroups to the selected jobs your staff will be updated on their new jobs too.

You have successfully imported your Jobs into GeoOp!

Job matching and adding multiple Visits

If Job information matches for more than one line, multiple Visits would be created using the Job Start & End Date/Time. The fields that need to match are Job Title, Job Reference, Order Number, Job Address 1, Job Address 2, Job City, and Postcode.

So if you had two lines, with the same above information, but different dates and times, the import would create a Job and Visit using the first line, and then add a second Visit to the same Job using the second line.

Note: if you enter in the details of an existing Job, it won't add another Visit to it, even if all the fields match as above. The CSV can only add multiple Visits for Jobs in the same file.

Client matching

Single company name match
If the Job line on the CSV is provided with a company name that matches a single existing GeoOp Client, it will create the Job for that Client.

No contact details will change on the Client itself (eg address, phone, names) if provided differently on the Job Import sheet. However, the address as given will be used on the Job itself, exactly as provided.

Multiple company name matches
If the Job request matches to more than one company name on your Clients it will create the Job on the first match available.

Note: If this happens, but you wish to have the Job logged under a different Client, you will have to manage this. For example, you could merge the new Client and the target one. See our article on Merging Clients here. If this is not practical for any reason you will have to re-create the Job elsewhere, or amend the new Client.

No company name match
If there is no match on a company name, the Job Import will look for a match on First Name and Last Name.

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