PublicStuff recognizes the desire to retain and import historical request data from previously implemented third-party systems. PublicStuff offers a standard data import process to capture important data from the previous system to enable reporting such as number of requests per request type, and request closure rates by department.
There is also an advanced import process to retain more detailed data per request type.
Standard Data Import
This import style retains important information about previous service requests to be able to report on request trends from previous system to PublicStuff.
Requirements
PublicStuff to provide a CSV file with appropriate columns [INSERT ATTACHMENT TO https://docs.google.com/a/publicstuff.com/file/d/0B_xScssw6YXYeEZoa2h6MXNXRzg/edit]
Fields with * are required fields
Other fields are available for Standard Import (if available from previous system) as outlined below.
Data Cleansing
PublicStuff performs minimal data cleansing for such imports. Municipality is responsible for removing any unnecessary or unwanted data checking the validity of the request data
All request types must be entered into PublicStuff Pro prior to import
Request type names must match between import file and PublicStuff Pro. Data will not import correctly otherwise.
Import Fields
Field | Description | Example |
*Request Type | Request Type. Must match request type entered into PublicStuff Pro | Playground Equipment Repair |
Description | Description of the request, either customer or staff entered | The spiral slide on the north side of Greenfield Park has a loose step. Please fix soon! |
Comments | Comments on a request, either customer or staff entered. Comments will be combined into a single comment field | Thank you for bringing this to our attention. Parks safety is an important goal for us. The step was fixed by the maintenance crew on Monday. |
Department | Department responsible for request | Parks and Recreation |
Assignee | Request Assignee. Request assignee name must match between import file and PublicStuff Pro. | Carol Thompson |
Request Address | Street address of request | 123 Greenfield St MyTown, ST 12345 |
*Date Submitted | Date request was submitted | 5/1/2012 |
Date Closed | Date request was closed | 5/2/2012 |
Foreign Id | Previous system id number | 456789 |
Custom Fields | Imported as a single text block into either the Description or Comment field | Park Name: Greenfield Park |
Customer Name | Customer Name | Helen Smith |
Customer Phone | Customer Phone Number. Imported as text so format is not important | 123-456-7890 |
Customer Email Address | Customer Email Address. Email address must be formatted correctly |
Advanced Data Import
There may be more detailed data you wish to retain from the previous system. Importing this data requires a greater work effort and comes at an additional cost.
Advanced workflows: Systematically tracking the entire workflow history instead of open/close
This includes status changes, dates, and staff workflow history
Custom field mapping: custom fields can be imported into matching custom fields to retain custom reporting abilities
- For example, a Missed Garbage Pickup has a custom field for Day of Trash Service (M-F). In a standard import, this information is included as text in the Comments field. In an advanced import, this information is mapped from one system to another in the Custom Field