Import Assignments

The Vehicle Assignment Import feature provides an efficient solution for bulk adding multiple records using a pre-formatted file. It saves time and ensures rapid data integration while maintaining consistency.

Import Applications

Mass Management:

• Quick Add:Load multiple assignments simultaneously without manual entry.
• Bulk Updates:Integrate the new assignments in a single operation.

2. Integration of External Data:

• Collaboration:Import assignments transmitted by partners or subsidiaries.
• Consolidation:Integrate data from third-party systems.

Structure of the Pre-Formatted File

The import file must follow a specific format to ensure correct data integration.

Required Fields:

• Vehicle:Vehicle registration or unique identifier.
• Start date:Date the assignment begins.
• Main driver:Name or ID of the associated driver.

Optional Fields:

• Expected end date:Anticipated date for the end of the assignment.
• Starting mileage:Reading the odometer at the start of the assignment.
• Start time index:Machine time or engine hours recorded at start.
• Management, activity, region, department, service, customers, and zone:Information to locate the assignment within the organization.
• How:Additional notes on assignment.
• Attachment:References to associated documents (e.g. contracts).

Required Format:

• The file must be in the formatExcel (.xlsx)GoldCSV.
• Each line corresponds to a unique assignment.
• The columns must be aligned with the required fields (e.g.: Vehicle, Start date, etc.).

Steps to Import Assignments

Prepare the Import File:

• Download the pre-formatted template from the system interface.
• Fill in the fields with the necessary data.

Access the Import Tool

• Open the sectionVehicle Assignment Management.
• Click the buttonImport.

Load File:

• Select the pre-formatted file to import.

Verify that the data meets the required format and structure.

Validate the Import:

• The system performs a check to detect possible errors.
• Valid records are imported, and a report details any errors (e.g. missing data or incorrect format).

Finalize the Operation:

• A notification confirms the success of the import.
• Added assignments are immediately visible in the list.

Good Import Practices

Check Data Quality:

• Make sure all information is accurate and complete before importing.

2. Respect the Format:

• Use only the system-provided template file to avoid incompatibility issues.

3. Perform Tests:

• Test the import with a small sample before loading a large volume of data.

4. Save a Copy:

• Keep a local version of the imported file for future reference or audit.

Benefits of Importing Assignments

Efficiency:

• Reduced time required to add or update multiple assignments.

2.Reliability:

• Data uniformity thanks to a standardized format.

3. Flexibility:

• Compatible with workflows involving multiple departments or external systems.