Exchange > Import/Export > Batch data You can import and export some of your account data as comma delimited text (.CSV) files. For each of the entities you can import or export, there are special and unique instructions relating to the particular fields found in the entities’ respective database tables. Please follow these instructions carefully when importing/exporting data. To export batch data: 1. Click on the "Exchange" tab. 2. Click on the "Import/Export" sub-tab. 3. In the Batch data section, click on one of the "Export >..." links (Timebills, Invoices, Envelopes, or Timesheets). 4. Make your selections in the "Export" dialog box. - You can choose whether or not to mark the timebills you want to export as "exported" and whether or not to export timebills already marked as such. - For envelopes and timesheets, you can choose to only export approved records. - You can also specify a date range - only timebills that fall within these dates will be exported. 5. Read the instructions. For each entity except timebills, two text files will be created. 6. Click on the "Export" button. 7. One or more links to files will appear. If you get the message that "No records were found that match the criteria," you may need to go back and adjust your selections on the "Export" dialog box. 8. Click on the link(s) for the file(s) available for download, to open them or save them to your desktop. Note: When you open the files in the application of your choice, the date and time fields will be formatted as "YYYY-MM-DD" and "YYYY_MM_DD HH:MM:SS" respectively. To import batch data: 1. Click on the "Exchange" tab, and then on the "Import/Export" sub-tab. 2. Click on the application from which you want to import data. 3. Follow the instructions written in the specified application import screen. These instructions will help you format your .CSV file, ensuring that it is compatible with OpenAir and that each record will in fact be imported. - If you click on the "table definition" link, you will see the list of field names that you can use in your .CSV file. - The field names should be in the top row of your .CSV file. Note that you do not need to use all the fields in the table definition, or have data in each of the rows if you do use them, unless a field is required. - The instructions will tell you which fields are required. - If a field is not required, you may want to use it anyway. For example, if you are importing clients, and you want some of them to be imported as prospects, you can use the "type" field, and set the type of each prospect record to "P" (for prospect). - If you are importing users, you will note that the "password" is a required field. If you do not know the individual passwords of the users you are importing, you can set each password to the same thing, and have your users individually change them once their records have been imported into the OpenAir.com account. - Date fields should be formatted as "YYYY-MM-DD." 4. Click "Browse" to select the .CSV file you wish to import. 5. Click the "Import" button. 6. You will see a report of the results of the import. It will let you know which records were successfully imported. If some records were not successfully imported, check to see that they are not missing values for required fields, or that any values in linked record columns have been properly spelled and/or formatted. (Note: Address information associated with users and clients will not be imported, as addresses are stored in their own table in the OpenAir database.)