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AroFlo's bulk data import tool allows you to quickly and easily import large sets of data from a .CSV or .XLS file directly into AroFlo.

Import clients, locations, suppliers, assets, tasks, and quote line items.

Match columns within your file to the relevant fields in AroFlo.

Save field mappings as a template for regular data imports.

When bulk importing data into AroFlo, please be aware of our recommended data limits. For all other types of data imports, see Import Data.

Prepare your data

The first step is to prepare your data for upload. You can use one of our Bulk Data Import templates, use your own, or export your data from your accounting package.

File format

Save your data in either a comma separated values (.CSV) file or an Excel 97-2003 Workbook (.XLS).

Note: .XLSX files will not upload.

Mandatory fields

Check that your data has the following mandatory fields, each in its own column.

Type of dataMandatory fields
Assets
  • Main Category
  • Asset Name
Clients
  • Contact Name (this is a company name)
  • Primary Contact First Name
  • Primary Contact Last Name
LocationsNo mandatory fields.
SuppliersNo mandatory fields.
Tasks
  • Task Lists Category
  • Task Specific List Name
  • Part Number/Order Code (not mandatory but ideal)
Quote line itemsNo mandatory fields.

Custom fields

Custom fields cannot currently be imported via the Bulk Data Import function.

Client and Supplier imports

Make sure the content of your Transaction Terms column exactly matches how AroFlo describes Transaction Terms. For example, use '30 Days' not '30', 'thirty' or any other format.

You can check on how AroFlo formats this data by going to Create > Client or Create > Supplier. Check the 'Terms' drop-down menu to see the options available.

Alternatively, you can create your own Transaction Terms in AroFlo before importing your data. Just go to Site Administration > Settings, and search on Transaction Terms.

Clean your data

Remove any duplicate or obsolete records, and any blank columns or rows within the data.

Upload your file

Follow the steps below to upload your data file to AroFlo.

  1. Navigate to an area that allows bulk importing.

    To import...go to...
    assets
    • Manage > Assets or
    • Manage > Clients > Select a client > View > Assets
    clients

    Manage > Clients

    locations
    • Manage > Locations or
    • Manage > Clients > Select a client > View > Locations
    suppliersManage > Suppliers
    tasksServiceTrack > Current
    quote line itemsServiceTrack > Quotes > Select a Quote, for simple quotes.
    For detailed quotes, see Bulk Import: Detailed Quotes.



  2. Click the (bulk import) icon.

    Click to enlarge

    Asset imports

    If you are importing an asset file with multiple clients, set the Client filter to 'none' by clicking the Search icon and selecting Set No Client, before clicking Bulk Import. Otherwise, AroFlo will try to import all those assets against the selected client.

      Click to enlarge


  3. In the Bulk Data Import window, select a file to upload, or drag and drop a file onto the window. As soon as you've made your selection or dropped a file onto the window, the upload begins.
     

Map the columns

The columns in your data may not exactly match the fields available in AroFlo, so you need to map each column in your data to an AroFlo field name. You can either use an existing mapping template, or start a new template.

Use an existing mapping template

If you've uploaded a file exported from either Xero or QuickBooks, you can use one of AroFlo's default mapping templates. If you have saved previous mappings, you will see your own mapping templates listed with the default templates.

To review the mapping between an existing mapping template and the file you've uploaded, click the (expand) icon. The pre-set mapping displays, and you can change it if you need to by clicking Use Template and following the instructions in Step 1 of the next section.

Click to enlarge


Start a new mapping template

This is the best option if you're unsure about whether or not to use an existing template. Click Start A New Template to get started.

Click to enlarge

  1. For each column, click the down arrow and select the AroFlo field name that most closely matches the column found in your spreadsheet.

    In the example below, we're telling AroFlo that Column 4 contains the 'Postcode' and column 5 contains the 'Country'.

    Data appearing under the dark grey column headers will be imported.

    • To switch a dark grey column header off, click the arrow beside the field and select not mapped. You can do this for any field other than the mandatory fields (marked with asterisks).
    • To switch a light grey column header on, click the arrow beside the field and select the most suitable mapping category.


  2. If you plan to upload an updated version of the same data file in the future, you can save the current mapping to use again:
    - check the Save this mapping as a template box at the bottom of the window
    - enter a name for the template.

Import your data

Now that you've mapped your data, it's ready to be imported.

  1. Click Import.

  2. Click Yes on the prompt, confirming you want to import the file. The import process begins, and can take a few moments.

    The import process cannot be undone once you've clicked Import. If you need to reverse your changes after a bulk import, please contact our Customer Service team for assistance. A charge for this service may be incurred.

View import results

Once your data has been imported, the results window appears.


ResultDescription
InsertedThe number of new items inserted into AroFlo
Issues

The number of items marked with an error and not imported. You can download a copy of the entries that contained an error. Refer to Bulk Data Imports Troubleshooting for help with the most common types of issues.

After closing the results window, you may need to refresh your browser to view the Imported data in AroFlo.



Video tutorial

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