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CSV Data Imports: Overview

Import companies, contacts, entitlements, expenses, rate cards, time-off bookings, users, and time entries using CSV templates.

Updated over a week ago

In Productive, you can efficiently import various types of data using pre-made (downloadable) CSV templates.

This method allows you to import companies, contacts, entitlements, expenses, rate cards, time-off bookings, users, time entries, and tasks.

To initiate the data import process, navigate to Settings > Data import.

It's important to note that importing tasks requires accessing the data import feature within an individual project, as explained further in this article.

Overview of Importable Data

Productive allows you to import a variety of data types to speed up your workflow. This includes importing companies, contacts, entitlements, expenses, rates, time-off bookings, tasks, users, and time entries.

You'll also find the option to import data from Harvest, which expands your importing capabilities even further.

Downloading CSV Templates

Download the relevant CSV templates for the data you want to import.

Selecting the "Download .csv templates" option will open a popup with all available templates you can use and fill in with your data.

You can download individual templates or download them all in a Zip bundle by selecting "Download all templates".

Filling Out CSV Templates

Fill out the CSV templates with your data, being careful not to delete any columns.

Please be aware of the date format (YYYY-MM-DD or YYYY-M-D) and the spacing used in the date columns (no / but -).

Uploading CSV Templates

Upload the filled-out CSV templates into Productive by dragging and dropping them into the upload box or manually selecting the files.

Verifying Import

Before going ahead with the import, it's essential to verify the import status and address any errors.

  • Successful import: A green checkmark next to the importing category indicates that no errors were detected, and the import can proceed smoothly.

  • Error detection: If you notice a red warning symbol (⚠️), it signifies that some formatting or data errors need attention before completing the import.

    We'll cover how to address these errors in a separate section later in this article.

Specific Import Instructions

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1) Importing Companies and Contacts

Check out this article if you want more information on importing contacts and companies to your account.

2) Importing Entitlements and Time-Off Bookings

Follow additional instructions on importing time-off entitlements and bookings here.

3) Importing Tasks

To import tasks, navigate to a dedicated Project screen and select the relevant option there. Find out more about importing tasks here.

4) Importing Users

For more information on how to import users into your account, check out this article.

5) Importing Expenses

Check out this article for more information on importing expenses.

6) Importing Rate Cards

Check out this article for more information on importing rate cards.

7) Importing Time Entries

Check out this article for more information on importing time entries.

Fixing Errors

When uploading your data, Productive will conduct an automatic error check. If any errors are detected, follow these steps to resolve them:

  1. Identify Errors: During the import process, open the troubleshooting window by clicking the arrow to the right of your import. This will provide details about any errors encountered.

  2. Fix Errors: Adjust the data in your CSV file to address the issues highlighted by the warning symbol (⚠️). Hovering over these symbols will pinpoint the specific problem areas.

  3. Re-verify Import: After making adjustments, re-verify the import by selecting "Check for errors." This step ensures that all errors have been successfully resolved before proceeding.

You can make direct changes to the data within the importing popup, allowing you to quickly fix errors or modify data without the need to save the file anew.

After making any edits, be sure to select "Check for errors" to ensure a smooth import process.

Pro tip: If you're using the Numbers application to create CSV files, remember to disable Smart quotes (Numbers > Settings > Auto-correction > Formatting).

Enabling this option before exporting the document in CSV format can lead to unexpected errors during the import process, particularly when your text includes special characters like quotation marks and apostrophes.

To avoid these issues, we highly recommend disabling Smart quotes before proceeding with the import process.

Reverting Import

If you need to revert an import and remove any data you imported via CSV, follow these steps within 24 hours of the import (for assistance with reverting imports older than 24 hours, contact our support ☎️):

1) Navigate to the Import history (Settings > Data import > Import history).

2) Locate the import you wish to revert and click the "Revert import" button.

3) Confirm the reverting by typing "REVERT" and clicking "Yes".

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