If you have booked the Papershift professional package, you have access to the account exports and imports.

For the import function, it is important to comply with certain general conditions so that the import really works and nothing goes wrong. You can find out what to look out for and how the import actually works in this article.

Using the import function

Proceed as follows to import files:

  • Click on the layer-symbol (account settings) on the bottom left.
  • You will get to the area "Exports/imports" in the account settings by first selecting the menu point "Account exports/imports".
  • You get to the overview of the imports by clicking on this icon ¬†once.
  • To carry out a new import, click on the + next to "Actions".
  • Now a new window opens for you to enter the type of import. Here you can choose between: Availabilities Time tracking Metrics Employee Holiday entitlement Shifts
  • Once you have chosen the type, you can use the "Search..." button to select the file that you want to import from your hard drive.
  • Now just click on the button "Import" to undertake the import.
  • If the file is uploaded successfully, you will see all the details in the row of the respective import in the overview:
  • Now you just have to confirm the import in the actions column with the green tick and the imported information will be transferred to your account.

The import type

The type of import indicates that the following information can be imported:

  • Availabilities
  • Time tracking
  • Metrics
  • Employee
  • Holiday entitlement
  • Shifts

Each one of these data types requires a certain format to be imported, which is dependent on the data type.

To correctly carryout the imports, we have attached a downloadable example for every data type. Click on the button  under the selected data type to download the example and see what the formatting should look like for the import to work well.

Editing the example file

Every example file that you download has numerous lines that show you how the file should be filled in. The file on data type shifts, for example, looks like this:

If you use this file to incorporate the data you want to import, it is extremely important to pay attention to the following:

  • The entire line in which the data was entered as an example must be deleted. NOTE: This is in line 2 of the file in most documents.
  • The entire line in which the explanation texts are must be deleted from the document.
    NOTE:
    This is in line 3 of the file in most documents.
  • Incorporate the data as shown in the example. If a date or time format is not exactly the same as it is described in the example, the import will not work. More about that in the next section.

Removing the source of error

Most errors are caused by an incorrect format, which happens by, for example, copy/pasting or automatic formatting by the program. That is why we have listed the most common error sources here, which prevent data from being imported correctly:

  • Date format: Stick to the exact format shown in the file. If it says "Year-Month-Day" or "YYYY-MM-DD", then this is the exact format you must use. An example of a correct date format would be: 2018-04-23 An example of an incorrect date format would be: 23.04.2018 or 18-04-23
  • Time format: You must also stick to the exact format given in the file about the time format. Time formats are usually implemented like this "HH:MM.SS" (hour:minute:second). An example of a correct time format would be: 08:00 (for 8 AM) An example of an incorrect time format would be: 8:00:00 or 08:00
  • Date and time formats combined: There are cells in which a date and time must be entered. Here, you would use a combination of the date and time formats, usually as follows: "YYYY-MM-DD HH:MM:SS". It is important to place the space between the date and time.

Finding required data in Papershift

You need specific information from Papershift for some cells. We have made a list of where you can find these:

company_id

  • Within the account settings, click on the wrench on the bottom left-hand side.
  • Then click on the menu item "Locations".
  • If you now scroll over a location with your mouse, your company_id will be displayed as the last number block in Chrome and Firefox in the bottom left-hand corner of the URL bar:
  • Within a location, click on the gear icon (location settings) on the bottom left-hand side.
  • Under the "Scheduling" tab, you will find the working areas right at the top.
  • If you now scroll over the blue gear icon of a working area with your mouse, your working_area_id will be displayed as the last number block in Chrome and Firefox in the bottom left-hand corner of the URL bar:

user_id

  • Within a location, click on the red tie (employee) on the left-hand side in the menu bar.
  • Select the employee whose ID you need in the employee overview.
  • The user_id will now be displayed as the last number block in the address line of your browser:
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