Workia makes it easy to import your data! Say goodbye to tedious copy and pasting and manual typing. 👋
You can directly import the bulk of your records on spreadsheets.
Where do I import my data?
There are two ways to access imports! Click on your Profile icon on the top right corner to open the drop-down menu, hover over Settings and click on the Imports setting to open the Imports screen.
You can also initiate an import on the People screen. You can find it just on the upper right side of the screen by clicking on the "+" button. Click on Import Data and a modal will open.
Setting up the import
An import file should be set up with column headers or associated fields, followed by the data in each row.
⚠️ Please ensure that the spreadsheet headers have no duplicates or else the import will not go through.
Importing Case or Employee Data
To begin the import, click on "+" and select your data types.
Once you have selected the data types, select Next, and then you will be directed to upload your spreadsheet.
⚠️ If your import data has multiple spreadsheets, you will be prompted to select a sheet from the file.
Once you upload your import file, you'll need to map your spreadsheet columns to the corresponding fields in Workia. Workia will try to map as much as it can as a starting point.
Add or remove data types
If you want to include additional data types in your import, simply click on the "+ Add" button on the left side of the modal, and a dropdown will appear in which you can select the additional data types for your import.
If you need to remove a data type, just click on the "X" beside the data type, this will clear it from the list and will be excluded from the overall import.
Import Options
On supported data types, you can select one of the options below to control how your records are imported
Only import new records: This will only add new records and will not affect any existing records.
Update existing records: This will only update records that already exist in Workia based on a matching case identifier.
Create and update records: This option will add new records and update existing ones simultaneously.
Mapping fields
Workia automatically maps your spreadsheet headers to corresponding fields, especially when the headers match or closely resemble the context of each column.
When selecting a field to import while mapping, Workia will display a preview of your data from your spreadsheet. Select the column or headers from your spreadsheet and match to the Workia fields.
💡Note: Help tips and warnings are provided to help you match your data correctly.
Once you are done selecting the data types and mapping, click on Import and your import will be processed.
Finishing up your import
Imports normally take a matter of seconds, so you can also refresh the people screen to see results.
To view the status of your import in more detail, click on View Import and it will redirect you to the Imports screen under Settings. You will find the status of your import and any errors that may have occurred while making the import.
💡Note: After the import is finished, users can also download rows with errors and warnings separate from the successful imports in one file.
Importing Trips Data
To import trip data, simply click on "+" while on the Trips Data section. Select and map out the necessary fields and that's it!
💡Note: You can provide IATA codes for Origin and Destination when importing trips. The system will automatically map these to the correct locations based on specified criteria.
Importing Exchange Rates
To your own exchange rate data, simply click on "+" while on the Exchange Rates section. Select and map out the necessary fields and that's it!
Exchange rates imports can also be accessed from the Company Info section in the Administration Settings!
Importing Cost Estimate Data
💡Note: This feature is only available if you're using your own cost estimate data from AIRINC. To enable this feature, please contact us through the help chat and request access to Bring Your Own Data (BYOD)
