Are you looking to import your historical issue report data or migrate your data from the old system to Qooling? The purpose of this document is to provide guidelines for importing multiple issues in Qooling with as complete data as possible, all in one go. This will enable you to instantly use Qooling's Analytics features to gain insights and monitor the developments in your organization.

Use the table of content bellow to navigate through the document.  Make sure that you follow the steps in the given order. 

Table of content

• 1. Download template
• 2. Data elements explained
• 3. Issues import sheet
  • Import per issue type
  • Preparing the issue import sheet
• 4. Transform issue import sheet to csv file
• 5. Import issues csv file to Qooling

1. Download template

To import issue data, you have to use a csv file. We have compiled an excel file import sheet template that you can download and use to prepare the data import. 

• Qooling issues import sheet_EN
• Qooling issues import sheet_NL

IMPORTANT: This template consists of all standard data fields in Qooling. In case you are using additional custom fields and have multiple issue types, then you will need to add those data fields to the template as extra columns. We will explain how to do this later in this document. For now, you can proceed further.

In the following part, we will explain how the issues import sheet works.

2. Data elements explained

When you open the excel template, you will encounter a uniform setup. To familiarize with how the data sheet has been organized, here is an explanation of the  data sheet elements:

1. Data fields - These fields represent the requirements of which data you need to collect

2. Explainer fields - We have added a short explainer to each data field in the sheet so that you know what data is required from you to collect.

3. Data input - This is the actual data that you will be collecting

4. Selection fields - This is a special field that only allows you to choose between a given range. It is case-and spacing-sensitive, meaning that this data needs to be precise and needs to exactly match with Qooling specifications. In contrary, the import will not work. Therefore, please pay close attention to these fields and the consistency of your data input.

Now, lets begin with the import preparation...

3. Issues import sheet

Import per issue type

Qooling offers the possibility to import issues in bulk per issue type that you configured in Qooling. This means that if you for example have 3 issue types configured in Qooling, you will need to assemble 3 separate import sheets and load them separately in Qooling. See the screenshot for more context.

In this example we will use the issue type "Customer complaint" to walk you through the process. To import issue for other issue types, just repeat the same process as described here below.

Preparing the issue import sheet

1. Download and open the import sheet template, containing standard fields in Qooling.

2. Check if the issue type for which you are doing the import contains additional custom fields. 

3. In Qooling navigate to Configurations >> Issues/Reports tab >> Issue types >> Customer complaint >> Edit button. Also check if you use custom fields on the general level (Configurations >> Issues/Reports tab >> Extra issue fields >> Edit button).

4. Notice that this issue type has two extra fields unique to only this issue type (Customer Name and Order Number). Do not change or edit anything here. Go back to your configuration screen. Lets assume that in this case we do not have general custom fields (Extra issue fields).

5. You now need to add these extra custom fields to your import sheet as columns. You can do this manually by instering new columns in your excel sheet and copy-paste the names from Qooling. 

6. In case you have a lot of extra fields, there is a quick way to get them all:

• On your configuration screen click on the button"import" for your issue type.
  
• Upload a random csv file
  
• This opens the import mapping pop-up where all data fields are displayed, both standard and custom fields.
• Simply drag your mouse across custom fields and copy them
  
• In your excel paste the fields as extra columns.
  

7.  Now populate the data fields. Here is an example of how this would look like:

4. Transform issue import sheet to csv file

Now that your data set is complete, it is time to transform your excel sheet into a csv import in order to load it into Qooling.

1. Copy all columns and fields from your import sheet.

2. Create a new excel file

3. In new excel file paste special >> values only. Very important to do it this way, because all formatting and data validation will be nullified, which is what we need for the import to work.

4. Remove the first column A "Fields" and the second row "Explainer".

5. If all goes well, you should be left with a clean data set like this:

6. When finished, save/download your excel file as a csv file.

5. Import issues csv file to Qooling

1. In Qooling navigate to Configurations >> Issues/Reports tab >> Issue types >> Customer complaint >> import button

2. This opens up a pop-up with a short explanation what you need to do and some tips

3. There is also a link to a demo on how import works. We added this video here as well in in step 7 of this part. 

4. Select file and upload your csv file.

5 You will now see an import pop-up from which you can:

• Specify the first row of your csv file to be header ---
• See a preview of your data ---
• Manually map the columns from your csv file with Qooling data fields. If your columns in csv have matching names with Qooling data fields, the mapping will for the most part be done automatically. In our case, we need to manually map our custom fields (customer name and order number). ---

6. Manually map the fields from csv with Qooling by clicking on "Select Column". In our case, for Customer name, when we open the mapping popup, notice that the there is a customer name column that does not have a green frame around it. We will click on this column to map. We repeat the same process for order number.

7. Once you finished the mapping, notice that the data from the newly mapped fields is now available in the data preview. You can also see which data fields from csv are mapped with Qooling.

Here is also a short demo of how the import works to give you a better picture.

8. Execute the import and go to your issues/reports overview in Qooling. Notice that your data has been imported.

You have now successfully imported your issue data for one issue type. Repeat the same process until you have imported the issue data for all required issue types that you are using.