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Imports can be done using CSV files and they have to follow certain order

1) Import users (needs at least one account type my company)

2) Import accounts (needs import users)

3) Import contacts (needs import of accounts)

4) Import projects (needs import of users and contacts)

4.1) Import tasks

4.2) Import time reports

5) Import revenues

6) Import purchases

7) Import vacation rights

 Do these before hitting the Import button

Clean import data
  1. Save file as Text file (tab delimited, comma limited or semicolon limited depending on the specific import)
  2. Check that all columns exist in the file, which were in the template and the columns are in same order as the template (for this particular import)
  3. Open the import file in Excel (except for Sugar CRM or other imports which have long text fields with multiple lines of text separated with line breaks, please edit these in a text editor like Notepad or Notepad++)
  4. Check that the file doesn't have, for instance, any extra sum rows or empty rows at the end. Delete those rows if found. For most imports you can have 1 Header row for column names. This may vary in different imports, though.

More advanced instruction for cleaning up data files generated from other systems OR if you are using Mac or Linux/Unix computer etc. to do the import with

  1. Use Excel functions like CLEAN to clean out any unprintable characters specially in long text fields. You can also use LEFT to cut fields to specific length required by the import column. 
  2. Open in Notepad++
  3. Disable word wrap if on: View > Word wrap
  4. Set ‘Show all characters’: View > Show symbol > Show all characters
  5. If our data is not in western Windows format (ANSI) Set encoding to ANSI if not already. Remember this especially when copy-pasting data in Notepad++ and saving in new file! Encoding > Convert to ANSI.
  6. Scroll through the file and observe for inconsistent rows, i.e. if rows are just couple of fields long. Also, every line should end up in [CR][LF] symbols (if only [LF] symbol, then there are usually unallowed new lines). If found, follow these steps:
    1. Open Replace window (Ctrl + H) and check 'Extended' in 'Search mode' option
    2. Type '\n' in 'Find what' field and one whitespace (‘ ‘) in 'Replace with' field
    3. Click 'Replace All'
    4. Now type '\r' into 'Find what' field and '\r\n' into 'Replace with' field, click 'Replace All'

Error messages & Problem solving

Nothing was added even if import says "OK"

  1. Check that the file was a text file and it had data
  2. Check that the file encoding is "ANSI", preferrably ISO-8859-1 and at least not UTF-8 if the import doesn't specify it. If you are not sure, open the file in any text editor (Notepad).  For example, a file with the first three bytes 0xEF,0xBB,0xBF is probably a UTF-8 encoded file. However, it might be an ISO-8859-1 file which happens to start with the characters ï»¿.  See "advanced" instructions before importing or contact PlanMill support.
  3. Check that there are enough columns in the file compared to what the import is expecting (visible + ignored fields)

Error message java.lang.IllegalArgumentException: Error: 'MetaNormal1 .... is too long

Check that you were importing a text file, not an Excel file.

Error message "Expected 5, found 3 columns (row 1)"

There are too many columns (5 columns) in row 1 of the file and import is expecting less (3).

  • Check that you don't have extra tabs inside text fields or extra columns of data compared to the template (or the visible + ignored fields in the import settings)
  • Check you have saved the file in the correct format (usually tab delimited .txt file)

Error message  ....... is too long

This error may be caused by different problems

  1. Look for the field name in brackets (Location.Address1: 80) and check if there is number after the field name. The number indicates the maximum characters allowed for that field. Import shows you the text it's trying to enter in that field so you can find it in your file and shorten it if needed.
  2. If you are not seeing a number of characters in the error message, check your data length is ok. It's also possible that some columns are in wrong order or the visible columns in the file are not matching to the visible columns expected by the import.
  3. If the whole data you have in the first row of your import is shown in the error message (all columns) you probably are using a wrong delimiter in your text file. Check if the error message is showing ; (semicolon) or , (comma) between the data columns in the error message? The import is expecting tab delimited data. Save your original file in Excel to "Text (tab delimited)" and try again.

Other problems

Whenever there is a problem with importing data, for the solving of the issue we need to ask for the solution. The needed things are:

1) The actual file (CSV or TXT) that did not import correctly

2) Preferably also the file that was used to make the import file - usually an Excel file

3) Link to the import that was used - like: https://online.planmill.com/pmtrial/administration/PMImport/importupload.jsp?category=Administration.Import.ImportUpload&Path=Import.WintimeLomaoikeudet

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