Import your vehicles and customers from a file

Instead of entering your fleet and your customers record by record, you can bring it in from a file: an export from your previous software or a spreadsheet kept by hand. Autoria checks every row with the same rules as manual entry, shows you the result row by row, and only creates the records once you agree. The interface is in French; labels are quoted as they appear on screen.

Import is open to the Owner, Administrator and Manager roles (Propriétaire, Administrateur, Responsable), on every plan. It is offered for vehicles and for customers, blocklist included; the Import de données (data import) tab only appears in Paramètres (settings) for the kinds of records Autoria can import.

Prepare the file

• Accepted formats: .xlsx workbook or CSV file, 10 MB at most. Only the first sheet of a workbook is read. An old .xls file must first be saved as .xlsx.
• One row per record, one column per piece of information, one header row above the data. Title rows above the headers are skipped.
• The Télécharger le modèle (download the template) button gives you an empty CSV file with the headers Autoria recognizes. A file exported from another software works too: you will match its columns at the next step.

Import step by step

1. Open Paramètres (settings), Import de données (data import) tab, then click Importer des données (import data).
2. Fichier (file) step: answer Que contient votre fichier ? (what does your file contain?), drop the file in the Déposez votre fichier ici (drop your file here) area (or Parcourir, browse), then click Lire le fichier (read the file). Autoria reads the file in the background: the result shows as soon as reading is over.
3. Colonnes (columns) step: for each column of your file, choose the Autoria information it holds, or Ignorer cette colonne (ignore this column). Columns whose header is recognized are already filled in. Click Simuler (simulate).
4. Vérification (check) step: the simulation checks every row without creating anything. You see the number of Lignes prêtes à importer (rows ready to import), the number of Lignes refusées (refused rows), the room left in your plan, and, for each refused row, the column, the value read and the reason for the refusal, marked Refus (refusal). A row marked Avertissement (warning) stays ready: it will be imported, only the flagged information is not taken over (for example a technical inspection without its inspection date: the vehicle is imported without the inspection, to be entered afterwards on its record).
5. Fix what needs fixing: change the column matching with Précédent (previous), or correct your file and start again from the Fichier step. If you fixed something in Autoria (a duplicate vehicle deleted, a higher plan), click Relancer la simulation (run the simulation again).
6. Click the import button, which shows the number of ready rows. Only those rows are created; refused rows never are.
7. Import step: records are created in batches. You can close the window, the import goes on. The result shows the Fiches créées (records created), the rows refused at creation time and why.

What Autoria checks

• The same rules as creating a vehicle by hand: required information, including a daily rate above 0, allowed values, registration number or chassis number (VIN) already used in your company or higher up in the file. A row without a daily rate, or at 0, is refused.
• The same rules as creating a customer by hand: a row without a name or a phone is refused; so is an identity document already held by a customer record of your company, or repeated higher up in the file. The email, birth date, nationality, identity document and driving licence are optional: a customer imported without them carries the Pièces à compléter (documents to complete) tag, and their documents will be required when the vehicle leaves.
• Your plan's vehicle or customer limit: rows beyond the remaining room are refused.
• Dates are read in the order used in your company's country (day, month, year in Tunisia); a two-digit year is refused.
• No duplicates: a row whose reference from the previous software or registration number already exists is not created a second time. You can therefore import the ready rows right away, correct the others in your file, then drop it again: only new or corrected rows are created.

Import your customers and your blocklist

• Nom and Prénom (last and first name): with separate columns, each is taken as is. With a single Nom et prénom (full name) column, the last word becomes the first name and the rest the last name ("Ben Salah Mohamed": last name "Ben Salah", first name "Mohamed"); beyond two words, the row carries an Avertissement (warning) so you check the split on the record.
• Nationalité (nationality): written in full ("Tunisienne", "Tunisie", "Tunisia"), in Arabic or as its two-letter code ("TN"); an unrecognized nationality refuses the row.
• Type de pièce (document type): optional column, "CIN" (identity card) or "Passeport" (passport), in French, English or Arabic; an empty cell means identity card, any other value refuses the row. Duplicate detection takes the type into account, as in manual entry: a passport and an identity card with the same number are two different documents.
• Liste noire (blocklist): "Oui" (yes, or "X", "Bloqué") imports the customer Bloqué (blocked), exactly as if you had blocked them from their record: they can no longer be picked for a rental. "Non" (no), an empty cell or "RAS" leave them unblocked. Any other text in this column (for example "Impayé", unpaid) blocks the customer too and becomes the reason for the block.
• Motif du blocage (reason for the block): for a blocked customer, the text of this column is taken as the reason for the block, shown on their record (after the text of the Liste noire column if there is one). For a customer who is not blocked, this remark is not taken over (Avertissement).
• Adresse (address): an address kept in a single column is not taken over (Avertissement); enter it afterwards on the customer record.

Follow and cancel an import

Your imports, running or finished, are listed in the Import de données tab with their status. Click Ouvrir (open) to pick an import up where it stands. A member attached to some agencies only sees the imports they started themselves.

To undo a finished import, open it and click Annuler l'import (cancel the import), then confirm. Every record it created is deleted for good, with its notes and history. The cancellation is refused as a whole, without deleting anything, if one of those records is already used (rental, accident, maintenance or document) or attached to an agency outside your scope: the window lists the rows concerned. Undo those uses first, or keep the import.

An import can be cancelled as long as its data is kept: 30 days after the end of the import for a company in Tunisia. After that, records are deleted one by one.