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Importing Job Sheets Via CSV
Clik Service has a function to help you import lots of jobs at once. Maybe you have a big contract with a company that sends you 100’s of jobs for the month in an Excel spreadsheet. You can import them straight into Clik from the spreadsheet they send you.
The spreadsheet must be in CSV (Comma Separated Value) format.
Before You Start
Before you begin the import, you might want to map the spreadsheet you have received from your customer to Clik. To do this, go to our CSV Mapping video to find out how. However, you can also download the default CSV file here and use this.
Firstly, to create a job CSV file click on Tools > CSV Import > Jobs.
Select the type of CSV you would like to export and add your data by going to ‘Create CSV Template’ and selecting ‘Standard Job Template’ or ‘Job Template – Optional headers’.
- Standard Job Template – This will have default information you would expect to have in a job
- Job Template – Optional Headers – This will allow you to make a CSV with added headers. For example, it could be jobs that are for sites that don’t exist in your database currently so you can add those locations.
Next, select the optional headers you want by using the arrows in the middle to move them to the selected column. After selecting your headers, click ‘Generate CSV’.
You can then name and save the CSV.
Now open that CSV and fill in the details you require under the headers (please see below for the standard headers and the description).
Once finished, save and close the CSV.
Next, we can import the CSV you created to add all those jobs.
To import the CSV, go back into Clik Service and go to Tools > CSV import > Import.
Here, you can select ‘don’t import duplicate records’ if you know all jobs are different. However, it is possible the fields that look for duplicates (Our Ref and Cust Ref) could be the same although the jobs are different. Then select ‘Import Duplicate Records’.
You will also need to select the ‘Link Object to Object by’ which can be the customer name or the account code. This will make sure the jobs go under the right customer.
Click ‘OK’, find the CSV you want to import and click ‘Open’. This will now begin the import.
Once finished, click on the ’Save’ button.
That’s it, you now have imported all of your jobs from a CSV.
Field Descriptions
Field |
Expected Format |
Notes |
| Template | Text | Enter the name of an existing job template here to create a job sheet with the template default values. If subsequent fields are populated this will overwrite any template defaults |
| Customer | Text | The name of the company/customer that the job is for. You can enter either ‘Customer’ or ‘Account Code’. The CSV must use only ‘Customer’ or ‘Account Code’. |
| Account Code | Text | The account code for the company/customer that the job is for. You can enter either ‘Customer’ or ‘Account Code’. The CSV must use only ‘Customer’ or ‘Account Code’. |
| Invoice Company | Text | The name of the company/customer that the job is invoiced to. You can enter either ‘Customer’ or ‘Account Code’. |
| Invoice Account Code | Text | The account code for the company/customer that the job is invoiced to. You can enter either ‘Customer’ or ‘Account Code’. |
| Location Company | Text | The name of the company/customer where the job location is. You can enter either ‘Customer’ or ‘Account Code’. |
| Location Account Code | Text | The account code for the company/customer where the job location is. You can enter either ‘Customer’ or Account Code. |
| Location Site Ref | Text | The site reference for the job location. If the site already exists, this field is used to locate it. If the site doesn’t exist, you will need to enter a Site Ref for the new site here and include and populate the optional Location Site fields to create a new site. |
| Equipment Serial | Text | The serial value for an existing piece of equipment. If the equipment serial is not found a new piece of equipment will be created for the site. You may want to include the optional equipment fields when creating your CSV template. |
| Equipment Reference | Text | |
| Prefix | Text | Job prefix. |
| Title | Text | Job title. |
| Call Date | Date (dd/mm/yyyy) | If no date is given the date of import will be used. |
| Start Date | Date (dd/mm/yyyy) | If no date is given the date of import will be used. |
| End Date | Date (dd/mm/yyyy) | If no date is given the date of import will be used. |
| Fault Code | Text | The job fault code given needs to exist in your settings already, if it does not the fault code will be left empty on saving. If you are using a template, you do not need to populate this field. |
| Category | Text | The job category given needs to exist in your settings already, if it does not the category will be left empty on saving. If you are using a template, you do not need to populate this field. |
| Status | Text | The job status given needs to exist in your settings already, if it does not the status will be left empty on saving. If you are using a Template, you do not need to populate this field. |
| Our Ref | Text | This field or ‘Customer Ref’ MUST BE POPULATED. This or ‘Customer Ref’ is used to identify duplicates or to group multiple lines in the CSV belonging to the same job. You might use multiple lines to import multiple pieces of equipment to the same job. |
| Customer Ref | Text | This field or ‘Our Ref’ MUST BE POPULATED. This or ‘Our Ref’ is used to identify duplicates or to group multiple lines in the CSV belonging to the same job. You might use multiple lines to import multiple pieces of equipment to the same job. |
| Responsible Contact | Text | Enter the full name of an existing staff member who is the responsible contact for the job. If the name does not match exactly it will not be found and this field will be left blank on importing. |
| Site Contact Fullname | Text | Enter the full name of an existing contact on the job location address. If the name does not match exactly it will not be found and this field will be left blank on importing. If you want to create a new site contact, you will need to use the optional site contact fields to do this. |
| Notes | Text | Job notes, you can include commas as long as the notes are within quotation marks “like this, for example” |
| Work to be done | Text | Work to be done notes, you can include commas as long as the notes are within quotation marks “like this, for example” |
The fields below are optional fields that can be used to create new sites, contacts and equipment:
| Location Site Description | Text | |
| Location Site Line 1 | Text | |
| Location Site Line 2 | Text | |
| Location Site Line 3 | Text | |
| Location Site Town/City | Text | |
| Location Site Postcode | Text | |
| Location Site County/State | Text | |
| Location Site Country | Text | Enter either the country name or the two-character ISO country code. If possible, the country code as there is less chance of a mismatch due to a typo. If the country is not found it will default first to the owner company country if populated or ‘United Kingdom’ if there is no owner company country. |
| Location Site Telephone | Text | |
| Location Site Email | Text | |
| Location Site Notes | Text | You can include commas as long as the notes are within quotation marks, “like this, for example”. |
| Site Contact First Name | Text | |
| Site Contact Surname | Text | |
| Site Contact Mobile | Text | |
| Equipment Description | Text | |
| Equipment Make | Text | |
| Equipment Model | Text |
