Imports

When adding numerous events, contacts or resources to Yesplan, it can be easier to create them in a CSV file and then import it.

Editing Contacts§

You don’t want to import new contacts, but edit existing contacts in bulk? Then read the guide for editing contact info in external software.

Importing Contacts§

Yesplan allows you to import contacts using an import file. You create this file on your computer and then upload it to Yesplan. The different steps for importing contacts are explained below.

Creating an Import File§

Contacts are imported via a CSV file. You can create this CSV file via the template for importing contacts. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

Warning

Date and time fields in the CSV file must respect the date and time format in your Yesplan installation, which you can set in “System Settings” > “System Preferences”.

The formats for dates:
- “Day Month Year”: dd-mm-yyyy
- “Month Day Year”: mm/dd/yyyy
- “Year Month Day”: yyyy-mm-dd
The time formats:
- “24-hour time”: hh:mm
- “12-hour time”: h:mm a

The template contains the following worksheets:

Manual: Via several examples, this worksheet gives a summary of the columns that you must complete to import people, organizations and links. For each of the columns, you will see information about the expected values.
Custom Data: This worksheet explains how to import custom data fields.
Multiple addresses: Yesplan supports multiple addresses per contact. This worksheet explains how to import multiple addresses for each contact.
List of countries: This worksheet gives a summary of all countries known to Yesplan and their corresponding country codes.
List of languages: This worksheet gives a summary of all languages known to Yesplan and their corresponding language codes.
Empty Input Sheet: This worksheet contains all columns that can be imported. With this worksheet, you can start entering your contacts and then enter columns with your own custom data fields, if necessary.

Attention

Yesplan expects a CSV file when importing, not an Excel file. First you must export the worksheet with the contacts to the CSV format. You do this in Excel by clicking “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing to Yesplan§

You can import contacts to Yesplan in “System Settings” > “Imports” > “Contacts”.

When uploading the file, you must complete the following fields:

Encoding: The character encoding (character encoding or text encoding) of the CSV files that serves as an input. Yesplan supports three encodings: “CSV (UTF-8)”, “MS-DOS CSV (Latin1)” and “Macintosh CSV (MacRoman)”. The correct choice of encoding is important to ensure that special characters (like é, è, ç, ø etc.) are read correctly. If these characters appear incorrectly in Yesplan after importing, try the import again with the correct encoding.
Import as User: The Yesplan user who will own the imported contacts.
Select File: Choose the CSV file with resources from its location on your computer. Then click “Import”.

Remark

Yesplan will import the contacts in the background. As a consequence, you won’t see the result of the import immediately.

Viewing Results§

Once the import file is processed, you can consult the result under the form. You’ll see the details and any warnings or error messages regarding the import.

A row will also be added to the imports history (in the right column). From that history you can request results, undo imports or delete items from the list at any time:

View Results: View the details and any alerts or error messages regarding the import.
Delete X Contacts: Undo the import by removing all X new contacts again. Since this can have a big impact, you’ll have to confirm the action.
Delete from History List: Delete the row from the list of imports. This is only possible for imports where no contacts were added. Please note that Yesplan automatically deletes old imports from the list at regular intervals.

Attention

Yesplan will automatically carry out a detection of duplicates for imported contacts. Since this calculation can be rather intensive, this detection will occur at night so as not to hinder the optimal operation of Yesplan. If duplicates still need to be detected for an import, the “Results” column will state “Duplicates will be computed overnight”. If the duplicates detection was carried out, you won’t see this statement.

If the import was successful, the number of imported contacts will be displayed, with any warnings. The alerts show which information couldn’t be imported due to an error in the import file. If necessary, you can edit the file and import it again.

Attention

Be sure to click “Delete X Contacts” in the history next to the failed import to start with a clean slate. If you don’t do this, the same contacts will be imported again.

Some errors cause the import not to be executed (for instance because required fields are missing). Consult the list of warnings and edit the file where necessary.

Remark

Does your CSV file contain contact labels that aren’t present in Yesplan yet? Then they’ll still be imported into Yesplan, even if you’ve selected “Do not allow users to add new labels” in “System Settings” > “Contacts” > “Labels”.

Yesplan does report this in the results after importing. If you don’t wish the labels to be added after all, you can:

In the history, delete the contacts you added with the import file and then update the import file.
Or delete the unknown labels from the imported contacts.

Editing Resources§

You don’t want to import new resources, but to adjust the price definitions of existing resources in bulk? Then read the guides for updating price definitions in bulk.

Importing Resources§

Yesplan allows you to import resources using an import file. You create this file on your computer then upload it to Yesplan. The different steps for importing resources are explained below.

Remark

Resource groups and resource roles must already exist before importing the events: they aren’t created when importing resources.

Creating an Import File§

Resources are imported via a CSV file. You can create this CSV file via the template for importing resources. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

Warning

Date and time fields in the CSV file must respect the date and time format in your Yesplan installation, which you can set in “System Settings” > “System Preferences”.

The formats for dates:
- “Day Month Year”: dd-mm-yyyy
- “Month Day Year”: mm/dd/yyyy
- “Year Month Day”: yyyy-mm-dd
The time formats:
- “24-hour time”: hh:mm
- “12-hour time”: h:mm a The template contains the following worksheets:

Manual: This worksheet explains how to use the import template to import resources.
Input Sheet with Explanation: This worksheet gives a summary of the columns that you must complete for importing resources via several examples. For each of the columns, you’ll see information about the expected values.
Custom Data: This worksheet explains how to import custom data fields.
Empty Input Sheet: This worksheet contains all columns that can be imported. With this worksheet, you can start entering your resources and then enter columns with your own custom data fields, if necessary.

Attention

Yesplan expects a CSV file when importing, not an Excel file. First you must export the worksheet with the resources to the CSV format. You do this in Excel by clicking “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing to Yesplan§

You can import resources to Yesplan in “System Settings” > “Imports” > “Resources”.

When uploading the file, you must complete the following fields:

Encoding: The character encoding (character encoding or text encoding) of the CSV files that serves as an input. Yesplan supports three encodings: “CSV (UTF-8)”, “MS-DOS CSV (Latin1)” and “Macintosh CSV (MacRoman)”. The correct choice of encoding is important to ensure that special characters (like é, è, ç, ø etc.) are read correctly. If these characters appear incorrectly in Yesplan after importing, try the import again with a different encoding.
Import as User: The Yesplan user who will own the imported resources.
Select File: Choose the CSV file with events from its location on your computer. Then click “Import”.

Remark

Yesplan will import the resources in the background. As a consequence, you won’t see the result of the import immediately.

Viewing Results§

Once the import file is processed, you can consult the result under the form. You’ll see the details and any warnings or error messages regarding the import.

A row will also be added to the imports history (in the right column). From that history you can request results, undo imports or delete items from the list at any time:

View Results: View the details and any alerts or error messages regarding the import.
Delete X Resources: Undo the import by removing all X new resources again. Since this can have a big impact, you will have to confirm the action.
Delete from History List: Delete the row from the list of imports. This is only possible for imports where no resources were added. Please note that Yesplan automatically deletes old imports from the list at regular intervals.

If the import was successful, the number of imported resources will be displayed, with any warnings. The alerts show which information couldn’t be imported due to an error in the import file. If necessary, you can edit the file and import it again.

Attention

Be sure to click “Delete X Resources” in the history next to the failed import to start with a clean slate. If you don’t do this, the same resources will be imported again.

Some errors cause the import not to be executed (for instance because required fields are missing). Consult the list of warnings and edit the file where necessary.

Importing Events§

Yesplan allows you to import events based on an import file. You make this file on your computer then upload it to Yesplan. The different steps for importing events are explained below.

Remark

Locations and profiles must already exist before importing the events: they aren’t created when importing events.

Creating an Import File§

Events are imported via a CSV file. You can create this CSV file via the template for importing events. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

Warning

Date and time fields in the CSV file must respect the date and time format in your Yesplan installation, which you can set in “System Settings” > “System Preferences”.

The formats for dates:
- “Day Month Year”: dd-mm-yyyy
- “Month Day Year”: mm/dd/yyyy
- “Year Month Day”: yyyy-mm-dd
The time formats:
- “24-hour time”: hh:mm
- “12-hour time”: h:mm a

The template contains the following worksheets:

Manual: This worksheet explains how to use the import template to import events.
Input Sheet with Explanation: Via several examples, this worksheet gives a summary of the columns that you must complete to import events. The expected values are explained for each of the columns.
Custom Data: This worksheet explains how to import custom data fields.
Empty Input Sheet: This worksheet contains all columns that can be imported. With this worksheet, you can start entering your events and then add columns with your own custom data fields, if necessary.

Attention

Yesplan expects a CSV file when importing, not an Excel file. First you must export the worksheet with the events to the CSV format. You do this in Excel by clicking “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing to Yesplan§

You can import events to Yesplan in “System Settings” > “Imports” > “Events”.

When uploading the file, the following fields must be completed:

Encoding: The character encoding (character encoding or text encoding) of the CSV files that serves as an input. Yesplan supports three encodings: “CSV (UTF-8)”, “MS-DOS CSV (Latin1)” and “Macintosh CSV (MacRoman)”. The correct choice of encoding is important to ensure that special characters (like é, è, ç, ø etc.) are read correctly. If these characters appear incorrectly in Yesplan after importing, try the import again with the correct encoding.
Import as User: The Yesplan user who will own the imported events.
Select File: Choose the CSV file with events from its location on your computer. Then click “Import”.

Remark

Yesplan will import the events in the background. As a consequence, you won’t see the result of the import immediately.

Viewing Results§

Once the import file is processed, the result is displayed under the form. You’ll see the details and any warnings or error messages regarding the import.

A row will also be added to the import history (in the right column). From that history you can request results, undo imports or delete items from the list at any time:

View Results: View the details and any alerts or error messages regarding the import.
Delete X Events: Undo the import by deleting all X new events. Since this can have a big impact, you will have to confirm the action.
Delete from History List: Delete the row from the list of imports. This is only possible for imports where no events were added. Please note that Yesplan automatically deletes old imports from the list at regular intervals.

If the import was successful, the number of imported events will be displayed together with any warnings. The alerts show which information couldn’t be imported due to an error in the import file. If necessary, you can edit the file and import it again.

Attention

Be sure to click “Delete X Events” in the history next to the failed import to start with a clean slate. If you don’t do this, the same events will be imported again.

Some errors cause the import not to be executed (for instance because required fields are missing). Consult the list of warnings and edit the file where necessary.

Remark

Does your CSV file contain event labels that aren’t present in Yesplan yet? Then they’ll still be imported into Yesplan, even if you’ve selected “Do not allow users to add new labels” in “System Settings” > “Events” > “Labels”.

Yesplan does report this in the results after importing. If you don’t wish the labels to be added after all, you can:

In the history, delete the events you added with the import file and then update the import file.
Or delete the unknown labels from the imported events.