This guide contains the following:
- Preparing your CSV file
- Download a template CSV file
- Import the CSV file into SafetyToolbox online
- Troubleshooting
Tasks can be added to SafetyToolbox online building profiles in bulk by uploading a CSV file, containing instructions on which tasks to create.
When you create a list of tasks to import, you'll probably generate this list from an existing spreadsheet or similar records. If you need to create the list from scratch you can use a program such as Microsoft Excel or OpenOffice.org Calc. You can also download the CSV template attached at the end of this guide, and fill in your data.
Whichever route you take, you'll need to ensure that your spreadsheet for import follows the formatting guidelines detailed below exactly, and that you have converted the spreadsheet into CSV format using the export facility in your chosen spreadsheet editor.
Preparing your CSV file
By following these guidelines, you can create a CSV file for task import.
1) Create a new spreadsheet in your chosen spreadsheet software, like Excel or Google Sheets.
2) Next, enter these headings in the top row.
You don't need to include content for every one of these fields - the only compulsory field is title.
The following table lists examples of fields that you can include in the file.
| Columns | Details |
| title | The "title" column is required - it must have a value for every task. Titles cannot exceed 254 characters. |
| description | Optional column. No length limit for descriptions. These columns are plain text only - the software will not upload formatting such as colour and bold. |
| priority | Optional column. If included, the value must be one of [Very High, High, Medium, Low, Very Low, Optional]. |
| cost | Optional column. If included, the value must be a number (maximum 2 decimal places). Avoid letters or symbols in the cost column. |
| start_date | Optional column. If left empty, it defaults to the day the import is completed. Date Column needs to be in the format DD/MM/YYYY. |
| due_date | Optional column. Date Column needs to be in the format DD/MM/YYYY. |
| comment | Optional column. If provided, a comment will be created on the task with the details in this cell. |
Please note that these headings must be entered exactly as written above.
- Tips:
- • Columns can be arranged in any order.
- • Ensure that column headings exactly match the list below (e.g., use "start_date" not "start-date" or "Start Date").
- • All columns, except "title," are optional and can be excluded if not needed.
Remember to adhere to the specified formats and values for each column to ensure a successful import into the system.
Your finished file will look something like this.
When you're finished, export your file as a CSV file.
3) Save as CSV file.
Save your spreadsheet as a CSV file format. Most spreadsheet software allows you to do this directly from the "Save As" menu.
Download a template file
You can also download the CSV template attached at the end of this guide. Just open it in your preferred spreadsheet software, and then when you're finished editing the data, make sure to download or export it as a CSV file.
Import the CSV file into SafetyToolbox online
Please refer to the guide on Creating a Task, which explains how to upload the CSV file into SafetyToolbox online.
If you are uploading sub-tasks, you will need to follow the guide for Sub Tasks.
Troubleshooting
SafetyToolbox will automatically validate the file, and if successful, will show a green banner to confirm the tasks have been imported (as shown in the screenshot above). Verify that all tasks and associated information are correctly reflected in the system.
Should there be any problems with the task import, a red banner will show instead. If there are any issues with one task it will reject the entire file, and no tasks will be imported.
We recommend the following troubleshooting steps:
- Verify that the spreadsheet is a CSV file type (Microsoft Excel Comma Separated Values File).
- Verify that your CSV file adheres to the formatting guidelines provided by SafetyToolbox. Ensure correct column order, accurate column headings, and proper data types.
- Double-check the data entries in your CSV file. Ensure that mandatory fields, such as "title," are filled for all tasks.
- Ensure that there are no unexpected special characters, symbols, or extra spaces in your CSV file that might be causing parsing errors.
- Ensure that your spreadsheet software is up-to-date. Sometimes, compatibility issues arise due to outdated software versions.
If the error persists or if you are unable to identify the issue, reach out to SafetyToolbox support at support@safetytoolbox.co.uk. Please provide details of the error message and any specific steps you've taken.