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Import data into AntsRoute

Marie Henrion
  • Updated

To add data in bulk, you can import XLS, XLSX or CSV files into AntsRoute.

Here are the types of import you can perform on your AntsRoute account:

  • Import and update customers. Download our template file here.
  • Import fixed-date orders. Download our template file here.
  • Import orders with a due date in the delivery basket. Download our template file here.

💡 Before you start, configure your import files and check that you have filled in all the necessary fields.

 

Advice on formatting your file

  • Your import file should contain just one spreadsheet.
  • Delete the formulas in your spreadsheet.
  • Your spreadsheet can contain a maximum of 500 rows. If you need to import more than 500 customers or orders, you will need to divide your data into several import files.
  • Your file must be in .csv, .xlsx or .xls format.

 

Mandatory and optional fields

When configuring your import file, check that the mandatory fields are included in your spreadsheet. Each mandatory field must correspond to a column header in your file. If these fields are missing, you will not be able to import your data into AntsRoute.

1. Import customers

If you have a customer database, you can retrieve it from your CRM and import it into AntsRoute. Importing customers only makes it possible to add the contact details of your customers to AntsRoute. You will then need to plan work orders for these customers.

import-data-antsroute-12.jpg

Below are the mandatory fields:

 Last name
  • If your customer is a company, you can enter the company name here.

 Address
  • For example, 71 Tooting High St, London SW17 0RN

Below are the optional fields:

 Customer External Id
  • This identifier is your ERP customer code (if you have one).
  • For example, C01001001.

 First name
  • If your customer is a company, you can enter the name of your contact here.

 Phone number
  • For example, +447600123456.
 Mobile
  • For example, +447600123456.
  • Phone numbers must be in international format.
  • For example, +44 for a phone number in the UK.

 E-mail
  • For example, email@antsroute.com

 Customer comments
  • For example, “Ask the caretaker for the key” or “Access code: 3445”.

 Forced agents 
  • List of forced drivers to be assigned when scheduling appointments for this customer.
  • The format is a list of e-mails separated by a comma.
  • For example, agent1@antsroute.com,agent2@antsroute.com

 Parking time
  • The extra time a driver takes to park at a customer's premises during a service or delivery.
  • The time is in minutes. For example, 0, 5 or 20.

 

2. Import fixed-date orders

If you have a list of work orders to be scheduled for a fixed date, you can retrieve it from your ERP or another system and import it into AntsRoute.

import-data-antsroute-14.jpg

Below are the mandatory fields:

 Last name
  • If your customer is a company, you can enter the company name here.

 Address
  • For example, 71 Tooting High St, London SW17 0RN.
 Planned duration
  • The duration is in minutes and corresponds to the time required to carry out a task (excluding travel time).
  • For example, 120.

 Visit-date
  • The date of delivery in YYYY-MM-DD or DD/MM/YYYY format.
  • For example, 2018-01-01.
  • This date must not be in the past.

💡 If you use the pickup and delivery functions, you must also add the following mandatory field:

 Type
  • Pickup / Delivery / Unload / Load.
  • A delivery row must be preceded by a load row (associated with this delivery). A pickup row must be followed by an unload row (associated with this pickup).
  • The file must therefore include a succession of pickup-unload and/or load-delivery rows.
  • If the load (or unload) location is always the same, you can define it directly in “Settings” > “Default values”. This way, you won't need to add a load (or unload) row.

Below are the optional fields:

 Id
  • The Id is the unique external identifier of an imported delivery.
  • It can correspond to the reference number of a delivery, batch, or purchase order, etc.
  • For example, 20180101-1.

 Customer External Id
  • This identifier is your ERP customer code (if you have one).
  • For example, C01001001.
 First name
  • If your customer is a company, you can enter the name of your contact here.
 Phone number
  • For example, +447600123456.

 Mobile
  • For example, +447600123456.
  • Phone numbers must be in international format.
  • For example, +44 for a phone number in the UK.

 E-mail
  • For example, email@antsroute.com
 Postal code
  • For example, SW17 0RN
 City
  • For example, London
 Customer comments
  • For example, "The customer's flat is on the 2nd floor".

 Time slot
  • The time slot corresponds to one of the slots defined in your site settings in the format HH:MM-HH:MM.
  • For example, 08:00-10:00.

 Comments
  • For example, “Ask the caretaker for the key” or “Access code: 3445”.

 Preferred agent
  • The preferred driver to be assigned for the appointment.
  • For example, agent1@antsroute.com

 Order type 
  • It refers to a type of service defined in the settings.

 Comp_XXX
  • XXX corresponds to one of the skills defined in the settings.
  • You only need to indicate whether the constraint applies by YES or NO.
  • For example, YES.

 Cap_XXX
  • XXX corresponds to one of the capacities defined in the settings.
  • You only need to indicate the quantity to be transported. This number is an integer.
  • For example, 18.
  • This field is mandatory if you set a mandatory validation mode when creating this capacity.

☝️ Good to know: The skills and capacities fields must be created beforehand in your AntsRoute account settings.

 

3. Import work orders with a due date into the basket

You have a list of work orders to plan? You haven't yet set a date for visiting your customers, but your appointments have a due date? You can retrieve this data from your ERP or another system and import it directly into the work order basket on AntsRoute.

import-data-antsroute-15.jpg

Below are the mandatory fields:

 Last name
  • If your customer is a company, you can enter the company name here.

 Address
  • For example, 71 Tooting High St, London SW17 0RN.
 Planned duration
  • The duration is in minutes and corresponds to the time required to carry out a task (excluding travel time).
  • For example, 120.

 Due-date
  • The due date of the appointment in YYYY-MM-DD or DD/MM/YYYY format.
  • For example, 2018-01-01.
  • This date must not be in the past.

Below are the optional fields:

 Open-date
  • The date from which an appointment can be scheduled (for information purposes) in the format YYYY-MM-DD or DD/MM/YYYY.
  • For example, 2018-01-01.

 Id
  • The Id is the unique external identifier of an imported delivery.
  • It can correspond to the reference number of a delivery, batch, or purchase order, etc.
  • For example, 20180101-1.

 Customer External Id
  • This identifier is your ERP customer code (if you have one).
  • For example, C01001001.
 First name
  • If your customer is a company, you can enter the name of your contact here.
 Phone number
  • For example, +447600123456.

 Mobile
  • For example, +447600123456.
  • Phone numbers must be in international format.
  • For example, +44 for a phone number in the UK.

 E-mail
  • For example, email@antsroute.com
 Postal code
  • For example, SW17 0RN
 City
  • For example, London
 Customer comments
  • For example, "The customer's flat is on the 2nd floor".

 Time slot
  • The time slot corresponds to one of the slots defined in your site settings in the format HH:MM-HH:MM.
  • For example, 08:00-10:00.

 Comments
  • For example, “Ask the caretaker for the key” or “Access code: 3445”.

 Preferred agent
  • The preferred driver to be assigned for the appointment.
  • For example, agent1@antsroute.com

 Order type 
  • It refers to a type of service defined in the settings.

 Comp_XXX
  • XXX corresponds to one of the skills defined in the settings.
  • You only need to indicate whether the constraint applies by YES or NO.
  • For example, YES.

 Cap_XXX
  • XXX corresponds to one of the capacities defined in the settings.
  • You only need to indicate the quantity to be transported. This number is an integer.
  • For example, 18.
  • This field is mandatory if you set a mandatory validation mode when creating this capacity.

☝️ Good to know: The skills and capacities fields must be created beforehand in your AntsRoute account settings.

 

The custom fields

If you are using custom fields, you can also add separate columns for each item in your spreadsheet. The headers of these columns should contain the names of the custom fields you have added to AntsRoute.

For example, if you want to add “Order number” information to your import file, start by creating this field from Settings > Custom fields. You can then add a column with the heading “Order number” to your spreadsheet.

If you want to import data that corresponds to a list custom field with multiple selection, you need to use this format in your spreadsheet: ['option 1', 'option 2']. To use the ' character, simply add the \ character in front of it. For example, to put option'3 you should write ['option'3'].

 

Start importing your file

Step 1: Upload a file

1. To import customers:

  1. Click on the "Customers" module.
  2. Click on the "Import" button at the top right.

    import-data-antsroute-4.jpg

  3. Click on the "Upload a file" button.
  4. Select the file you want to import.

    import-data-antsroute-5.jpg

2. To import fixed-date work orders:

  1. Click on the "Plan" module.
  2. Click on the "Import work order" tab.
  3. Click on the "Upload a file" button.

    import-data-antsroute-6.jpg

  4. Select the file you want to import.

3. To import orders with a due date in the basket:

  1. Click on the "Plan" module.
  2. Click on the "Work order basket" tab.
  3. Click on the "Import" button at the top right.

    import-data-antsroute-7.jpg

  4. Click on the "Upload a file" button.
  5. Select the file you want to import.

    import-data-antsroute-8.jpg

Step 2: Map data

In this step, you need to match the data in your file with the fields in AntsRoute. We have automatically mapped the fields in your file whose column headings match the AntsRoute fields. If any fields are still displayed on the right, you need to drag the columns in your file from the right to the fields in AntsRoute on the left. Once you have done this, click on the “Validate” button.

import-data-antsroute-9.jpg

☝️ Good to know: If you have not added the “Visit-date” and “Planned duration” columns to your import file, you can directly define a visit date and duration for all the imported orders. To do this, click on the pen icon and select a date from the calendar and/or enter a duration in minutes.

import-data-antsroute-11.jpg

Step 3 & 4: Validate data and import results

In this step, you can view a summary table of the imported data.

If you encounter an import issue, you can view a message indicating the number of errors and the fields concerned. Errors are highlighted in red in the summary table. You can edit the incorrect information directly on AntsRoute by double-clicking on it. Once you have corrected the errors, you can validate the changes by clicking on the “Re-import” button.

import-data-antsroute-10.jpg

 

Update customer data

If you want to update customer data, you can make changes manually, but if many customer details need to be changed, it can be very time-consuming. That's why AntsRoute lets you make bulk changes to your data by importing a spreadsheet.

☝️ Good to know: When importing the file, you must keep the external customer identifier that was initially defined.

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