This guide contains the following:
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. |
| due_timescale | Optional column. If provided, will use the provided timescale to calculate the due date for the entry from the start date. Timescales must be provided as a number followed by either y m d to indicate the number of years, months or days to add to the start date. Note that if both due_date and due_timescale are provided for an entry, then due_timescale will take precedence. |
| comment | Optional column. If provided, a comment will be created on the task with the details in this cell. |
| topics | Optional column. Multiple topics should be be separated with a semi-colon (;) and must be entered exactly as they are named in your SafetyToolbox Online account. e.g. Asbestos;Statutory Compliance. |
| profile_ref | Optional column. If provided (must exactly match the profile reference), this entry will be added to the profile referenced in your spreadsheet, rather than the one you select in the online import form. |
| parent_task_ref | Optional column. If provided (must exactly match the task reference), this entry will be added as a sub-task to the referenced task. Note that if using the sub-task upload process outlined below you do not need to enter this yourself but if you choose to provide this it will take precedence. |
Please note that these headings must be entered exactly as written above or they will be ignored.
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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 or left blank for individual rows 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.
To import your prepared file, please refer to the guide on Importing Tasks and Sub-Tasks.