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How to Set Up a Spreadsheet to Import Projects

At the most basic level your spreadsheet just needs the required (*) fields in the basic field list below in order to work.  If you need to set project options, add multiple tasks, add survey tasks, or have HTML formatted instructions, then take a look at the Advanced Setup section.

Setup your Spreadsheet

Pruvan requires certain information for every project, those fields are required (*) when importing.  The columns of your spreadsheet do not need to be in any particular order as you will be able to map each column to the appropriate field in Pruvan.  This means that, if you use them, the column headers do not need to match either.

Basic Fields

  • Project Number*:  This is used to identify the project.  Typically something like a work order number
    • This is a unique field!  There can be only one record (line) containing a specific project number
  • Due Date*:  The due date for the crew member to complete the project
  • Address:  Pruvan's Importer does not recognize single-field addresses.  The Address must be broken down in to the following fields:
    • Address 1*
    • Address 2
    • City*
    • State*
    • Zip Code*
  • Assigned To:  The Pruvan username that the project will be assigned to
  • Instructions:  Project Instructions, this is the go to field for any information that the crew user will need; lock box codes, etc..
  • Status:  Sets the status of the project to one of the following statuses
    • Unassigned - Default if assignedTo is blank and status is blank
    • Assigned - Default if assignedTo is set and status is blank
    • Rush
    • Rework
    • Complete
    • Submitted
    • Invoiced
    • Closed
  • Reference:  This field will not display in the mobile app, it is for staff use in the Project Management screen
  • Description:  This field will not display in the mobile app, it is for staff use in the Project Management screen
  • Task Name*:  The name of the Task that needs to be completed
  • Task Instructions:  Instructions specific to the task; grass must be cut to 3in, etc..

* - These fields are required

Advanced Setup

These fields require additional formatting to work correctly.  For information on JSON, objects, and arrays see the JSON section at the end.

  • Tasks:  The Tasks field is formatted in JSON as an array and can be used to add multiple tasks to a project and / or add survey(s) to a project.  You can also set task level options in this field.  When using the Tasks field, do not use taskName.  The following elements can be set in a task object:
    • "serviceName":  The Task name
      • This is a unique field!  There can be only one task containing a specific serviceName per project
      • This element is required for each Task object
    • "survey":  The survey template ID, leave blank for a photo task
    • "instructions":  The task instructions
    • "options":  An object containing task level options; see project options below for more information
    • Warning -  Keys are case sensitive!
  • Options:  The Options field is formatted in JSON and can be used to set project-level options

HTML 'Instructions' Display

The project instructions field supports lite HTML encoding when displayed in the mobile app.  Most HTML text formatting is supported as well as links and images.  An example of something that is not supported is embedded video.  Always test out the display of your HTML encoded instructions on a device using a test project to ensure compatibility.

**Note that when setting instructions in a JSON object that all quotes (") must be escaped properly!  Instructions set in a basic instructions field do not have to have escaped quotes.

Example

 "instructions" : "<h1>Grasscut Instructions</h1><p>These items must be complete for each grasscut:</p><ul><li>Grass must be cut to 3 in</li><li>More requirements...</li><li>Even More...</li></ul><p><strong>Lock Box code is 01234</strong></p><br><img style=\"max-height:70px\" src=\"http://mycompany.com/images/mylogo.png\"/>"

JSON Format

JSON is a method of encoding data as objects.  Objects contain elements made up of keys and values.  An array is used to list several objects in a single field.

Arrays:

  • All objects in an array should be encapsulated in square brackets '[...]'
  • All objects in an array should be separated by a comma ','
  • ie: [ {...}, {...}, {...} ]

Objects:

  • All elements in an object should be encapsulated in curly braces '{...}'
  • All text should be captured in quotes ("..."), except 'true', 'false', 'null' (they don't need to be in quotes)
  • Any quotes (") in your text should be escaped by preceding them with a backslash '\'
    • ie:  "Grass \"Photos\" " would display as Grass "Photos" in Pruvan
  • The key and the value should be separated by a colon ':'
  • If you don't want to set a key, don't include it or set it to 'null'

Example:  { "serviceName" : "Photos", "survey" : null, "instructions" : null ,"options": null }

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