Import reports

In the main menu, click on Reports > More and select Import to import reports from an Excel, CSV or ODS file. Alternatively, open the organization-wide Options in the menu and then click on Import data > Reports in the Data management section.

Direct link to portatour > Organization options

This procedure is analogous to the customer import (see Start customer import). Finish the field mapping, check the import preview and then start the import.

Example of an import file:

Please note the following points when importing reports:

• Customer reference: Reports of existing customers have to be mapped to the respective customers during the import. Only in that case the call reports will be added to the correct customers. The mapping of a report to a customer works via the customer's Portatour ID or external ID, i.e. the Customer - External ID field on the Customer reference page in the import wizard (see Key fields (IDs)).
• Time:
  • The time and duration of the report is defined via the fields Date, start time, end time and Duration in minutes. The fields Date and Start time are mandatory fields.
  • Either end time or duration can be missing; however, one of the two fields must be filled (see examples above).
  • If you set all fields and the duration is shorter than the time span between start time and end time, the end time is used.
• Report type: It is possible to import six different report types:
  • 0: Call - for customer calls
  • 1: Missed - for customer calls where the contact person was absent.
  • 2: Other report - e.g. to log a phone call.
  • 3: Start of work
  • 4: End of work
  • 5: Day off
  • If the cell Report type in the Excel file is empty or if you do not provide a mapping for the Report type field, the reports will be created as call reports.

Notes on report import:

• Use the export of reports to get a template of an import file. If you export your reports as Excel file, you can edit them and re-import this file. This allows mass editing of reports.
• During the import, click on the blue (i) icon next to the field names to get explanations and hints for the import of each field.
• Before each import, an automatic restore point is created. If an import does not lead to the desired result, go to Options > Restore. There, you can reset your data to the status before the import, i.e. all data entries after that point will be discarded.

Further information

• You can find out how to import reports for multiple users at once at Import data for multiple users at once.
• For full details on reports go to Reports.
• To find out how to log customer calls and other activities such as phone calls in portatour®, go to Log customer calls and other activities.