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Task import files

How to create suitable files in Excel to import tasks?

Excel Import Files

GSMtasks enables you to import tasks to the system from Excel files.

Though importing makes life a lot easier, there are some things to keep in mind when creating an Excel document.

Creating Excel import files

When creating a new Excel import file, there are a few things you should keep in mind.

  • Each column has a name – use our example column names shown in the sample file or create your own.
  • Each line represents one task
  • Each cell should contain only one type of information – for example, the driver’s name, contact number, email, etc.
  • The only mandatory information is the destination/address – providing all the information shown in the example file is not necessary (create an Excel file that meets your business needs).

Information that can be added to tasks

Here’s a list of the information fields in GSMtasks and what the representing column names in the import file could be.

Note: When creating the import file, you can choose whatever column names you wish (we have just written down examples).

TASKS

Category > Task Category

Task type: Assignment, Pick-up, Drop-off.

Pick-up and Drop-off assignments can be connected to each other by providing them with the same Reference number.

External ID > External ID

A specific number, related to the task. The number is saved to the GSMtasks system and should only be used one time. The ID can be an order number, reference, etc.

Since GSMtasks saves the External ID, making changes to already uploaded tasks is simple. For example, if you forgot to add a description to the tasks while uploading them, simply upload the edited Excel file up again and the system will update all the tasks.

Reference > Reference no.

A specific number, related to the task. The Reference can be an order number or something else. Usually, only one is used (external ID or the Reference no.)

Description > Description

Additional information that has been provided about the task. For example, you can write “Bring the car and leave there overnight”.

Scheduled time > Scheduled time

If the driver has to be in the task’s location at a specific time (e.g. the customer has requested the parcel to arrive at 11 a.m.), a scheduled time can be added to the task. The Scheduled time will not be accounted for when optimizing tasks.

Duration > Duration

The time an employee has on-site (this will be accounted for when optimizing tasks and you can set different durations for different tasks).

The format of the field should be HH:MM:SS (for deliveries, this is usually 2-3 minutes, but for Assignments like repair work, office cleaning, etc., the duration of the task should be set longer).

Complete Before > Task Complete before

The time before the task must be completed.

Complete After > Task Complete after

The time after which the task must be completed.

Auto-assign > Auto-assign

Value has to be true or the field has to be empty. If the Auto-assign field is true for a task, it will be automatically assigned to a driver by GSMtasks. If no value has been given, it will go to the unassigned tasks list. Auto-assign has to be enabled in the settings area.

Size > Size

Unit of volume (must be a full number – decimal places are not allowed). This field is mostly used when the size of the goods can be precisely determined – pallets, cubic meters, etc. (e.g. the transport vehicle can hold up to 20 pallets).

ADDRESS

Full Address > Full address

Contains a street name, building no., and apartment no.

Location > Location

Full coordinates (latitude and longitude). In GSMtasks, you can either use the full coordinates or add the latitude and longitude separately.

Latitude  > Latitude

The latitude “number” of a full coordinate. Usually appears before the longitude, except in Google Maps.

Longitude > Longitude

The latitude “number” of a full coordinate. Usually appears after the latitude, except in Google Maps. Make sure you copy the coordinates in the right order.

Point of interest > Point of interest

Point of interest on the map (e.g. a landmark). For example Central Park.

Street > Street

Street name. For example 5th Avenue.

House number > House number

Building number. For example 32.

Apartment number -> Apartment number

The number of an apartment. For example 156.

City > City

Name of the city. For example New York.

State > State

Name of the state. For example California.

Postal code > Postal code

Zipcode associated with the address. For example 11001.

Country > Country

Name of the country. For example the United States.

Country code > Country code

Country codes are short alphabetic or numeric geographical codes (geocodes) developed to represent countries and dependent areas.

RECEIVER

Name > Receiver name

Name of the receiver (e.g. if it differs from the person who made the order).

ORDERER

Name > Orderer name

Name of the person/company who made the order.

META FIELD

Meta fields can be added and deleted in the Settings area.

For example:

Price > Metafield “Price”

Allows you to add a price to the task (e.g. if the customer pays to your employee on-site).

Parsed data

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