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Imports

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

Importing Contacts§

Yesplan allows you to import contacts based on an import file. You make this file on your computer 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.

The template contains the following tabs:

  • Manual: this tab gives a summary of the columns that you must complete for importing people, organizations and links via several examples. The expected values are explained for each of the columns.
  • Custom Data: this tab explains how to import custom data fields.
  • Multiple addresses: Yesplan supports multiple addresses per contact; this tab explains how to import multiple addresses for each contact.
  • Countries: this tab gives a summary of all countries known to Yesplan and their corresponding country codes.
  • Languages: this tab gives a summary of all languages known to Yesplan and their corresponding language codes.
  • Empty Input Sheet: this tab contains all columns that can be imported. With this tab, you can start entering your contacts and then enter columns with your own custom data fields, if necessary.

Attention

Yesplan expects a CSV file for 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 on “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing to Yesplan§

You can import contacts in Yesplan under system settings, under the “Imports” tab, by the “Contacts” section.

When sending 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.) are read correctly. If these characters appear wrongly after importing in Yesplan, try the import again with the correct encoding.
  • Importing as User: The Yesplan user who will own the imported contacts.
  • Select File: Choose the CSV file with contacts from its location on your computer. Then open the “Select the kind of import” drop-down menu and choose “Import Contacts” then click on “Add”. Then click on “Import”. Please note that Yesplan will import the contacts in the background. You will not 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 record 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 deleting all {x} new contacts. Since this can have a big impact, you will have to confirm the action.
  • Delete from History List: delete the record 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 duplicates detection for imported contacts. Since this calculation can be rather intensive, it 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 that “Duplicates will be calculated tonight”. If duplicates detection was carried out, you will not see this statement.

If the import was successful, the number of imported contacts will be displayed together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.

Remark

What if your CSV file contains contact labels that are not already present in Yesplan? They will be imported to Yesplan anyway, even if you selected “Do not allow users to add new labels” in “System settings” > “Contacts” > “Labels”. Yesplan always reports this in the results after importing. If you do not wish the labels to be added, you can:

  • From 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.

Importing Resources§

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

Please note that resource groups and roles must already exist before importing the events: they are not 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.

The template contains the following tabs:

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

Attention

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

Importing to Yesplan§

You can import resources to Yesplan under system settings, under the “Imports” tab, by the “Resources” section.

When sending 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.) are read correctly. If these characters appear wrongly after importing in Yesplan, try the import again with a different encoding.
  • Importing as User: The Yesplan user who will own the imported resources.
  • Select File: Choose the CSV file with resources from its location on your computer. Then click on “Add”. Then click on “Import”. Please note that Yesplan will import the resources in the background. You will not 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 record 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 deleting all {x} new resources. Since this can have a big impact, you will have to confirm the action.
  • Delete from History List: delete the record 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 together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt 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.

Please note that locations and profiles must already exist before importing the events: they are not 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.

The template contains the following tabs:

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

Attention

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

Importing to Yesplan§

You can import events to Yesplan under system settings, under the “Imports” tab, by the “Events” section.

When sending 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.) are read correctly. If these characters appear wrongly after importing in Yesplan, try the import again with the correct encoding.
  • Importing as User: The Yesplan user who will own the imported events.
  • Options: Use the imported end time for the displayed end time. If you want to set the displayed end time of the imported events, activate this option. The last time in the schedules column of your CSV file will be used for the displayed end time. If you don’t activate this option, the events will not receive a displayed end time. Please note that the displayed start time will always be set based on the first time in the schedules column of your CSV file.
  • Select File: Choose the CSV file with events from its location on your computer. Then click on “Add”. Then click on “Import”. Please note that Yesplan will import the events in the background. You will not 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 record 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:

  • Show 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 record 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 could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.