In this article you will learn how to get your data into Assignar by pulling it from other data systems or spreadsheets and uploading it. Getting your employees, equipment, clients and activities (cost codes) into Assignar means that you ready to schedule jobs and begin tracking time and costs on the jobsite. Our Assisted data import will help get the most important data in to the system quickly. Please watch the video below for a brief overview before diving in.
Getting to the Assisted Data Import Tool
To get started importing data, find the Settings option in the navigation on the left hand side of the screen then select the Assisted Import option.
When the Assisted Data Import tool opens you will see a list of data types available with an option to upload. The status indicator will let you know if that data type has already been added, the number of records that have already been onboarded. An audit trail is kept so you can see which user performed the last upload and on which date.
Data Types Supported in Assisted Data Import tool
- Fieldworkers - A type of Assignar user that will be out in the field doing the work and collecting data to be sent back to the office.
- Equipment - All of your expensive machines, vehicles and assets that contribute on the jobsite and need to be scheduled.
- Clients - Your customers.
- Activities (Cost Codes) - These are used to code fieldworker time to keep projects on budget.
*If you need to upload additional data not covered in this article please reach out to support or use our Legacy Import tool found under settings.
First choose the data type you wish to bring in to Assignar and hit the upload button. When you click "upload" for each data type you will see a table view of the types of data that Assignar is expecting. In the example below for Fieldworkers you can see all of the supported data points. Depending on the data type you are uploading you may be asked to let us know the format of things like dates or phone numbers which may vary depending on what country you reside in.
Click the Upload Data from File button and choose your .xlsx or .csv file to get started.
Match Data Columns
If you have uploaded an .xlsx file with multiple sheets you will be asked to specify which sheet you would like to upload. If you are uploading a .csv this step is skipped.
On the Match Data screen you will see a list of all of the columns from your data file. The system will try to match the columns from your file to the expected fields in Assignar based on the name of the headers or the type of data in the column. You can confirm the mapping suggestions provided or remap the column by clicking edit, choosing an alternate Assignar field and clicking confirm. After all columns are confirmed click review to do a final check on your data before upload.
Review Data Before Import
This is the final step before importing your data. The system will process the data and look for any errors that need to be corrected prior to import. The system will check for missing data that is required, uniqueness constraints and improper formatting for data types like email, phone or date fields. If you have a large data set you can choose to only show rows with problems as well as show modifications that have been made on this screen. After you have corrected all the data click the continue button to upload data to your Assignar account. When land back on the Assisted Import landing page you will see that the count of records has changed and audit trail shows who uploaded last with a timestamp. Click the arrow box button to jump to that data type in Assignar to see the data you have uploaded.
Pro Tip: Roles and Tags
When you are uploading Fieldworkers or Equipment you will also have the option to upload columns for Roles and Tags. Both of these columns can accept a comma separated list of values. When you add roles and tags this way, the system will automatically create the role/tag and add the user or equipment to it. If the role/tag already exists in the system the user or equipment will simply be added to it and a duplicate will not be created.
- Roles are used to organize workers and equipment into the types of work that they can do. In Assignar you will create your schedule based on the types of Roles you will need to perform on jobsites.
- Tags are also used to organize workers and equipment but can be used to convey things specific to your business. For example you can create a tag called "Night Shift" so that when you are looking for workers to fulfill a specific job at night you can quickly find the workers that can be scheduled.
Learn more about Roles by reading the Setting Up Roles Article. Learn more about tags by reading the Using Tags article.
Now that you have uploaded your data, keep reading to learn how to manage your data to keep it up to date.