Import Data and Sync Your Apps! Step-By-Step Part 2

import dataThe second part of our tutorial focuses on how to import data between Google Calendar and your other apps.

We have already looked at the best way to use a CSV import to copy all your existing contact data from one app to another. Part One of our tutorial focused on moving subscriber and customer data from apps like FreshBooks and MailChimp to a CRM app like Zoho CRM.

If you are getting started with apps integration, it sometimes makes sense to import all your existing data so your apps are in sync. Then you can use app integrations from our ever-growing catalog to keep all your data updated and connected going forward. You will only ever have to do this import data process once, and after that CloudWork will look after all your data syncing needs.

Now lets look at how to import data:

  • From a CRM, like Salesforce, SugarCRM, Zoho CRM, Highrise or Capsule CRM to Google Calendar
  • From Google Calendar to another app, for example, the time tracking app like Toggl.

If you have a particular integration in mind, where you need to import all your current data across your business apps, please contact us and we will update our tutorials with the example you need.

How To Import Data

…From a CRM to Google Calendar

1. Several CRM apps like Highrise and Capsule CRM only offer one-way feeds to your Google Calendar. While this means you cannot edit events in Google Calendar (as they won’t sync with Highrise or Capsule CRM), you can use the URL feed function in these CRM apps to see all past event data in your Google Calendar

2. If you want to review all previous client event history from Zoho CRM, here’s how to import all the activity to your Google Calendar

a. Export data from Zoho CRM
Choose the setup menu option in the top right hand corner and then select the “Data Administration” option.

Under the Data Migration Wizard, select “Export Data” from the menu line and “Events” from the dropdown list of export options

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b. Now clean the exported data. Open the CSV file that was downloaded. Import it into Excel or upload it to Google Drive,m choosing for separated values to be shown in separate columns. Now delete the following columns:

  • Event ID
  • Event Owner
  • Event Owner ID
  • Contact Name
  • What Name
  • Related To
  • Created By & ID
  • Modified By & ID
  • Created & Modified Time
  • Send Notification Email
  • Description

c. Add the data from each “Who name” column to a parentheses at the end of the relevant “subject” cell. This will let you keep a record of who each event corresponds with when you import into Google Calendar. When completed, delete the “Who name” column

d. Separate the data in the date and time columns and rename them as Start Date, Start Time, End Date, End Time

e. Your spreadsheet should now look something like this:
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f. Save, or download (if you are using Google Drive) your cleaned up spreadsheet as a CSV file

g. Now you can Import this data to Google Calendar. Click on the cog symbol on the right hand side of Google Calendar and choose the Settings menu option

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Choose the second tab, the Calendars option from the menu row.

Click on Import calendar under the list of My Calendars. Upload your cleaned up CSV file and select which of your Google Calendars should display your CRM events.

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The import data items will be confirmed:

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…From Google Calendar to Toggl

1. Export data from Google Calendar.

Select the cog symbol and the Settings menu from the top right hand corner of your Google Calendar.

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2. Choose Calendars from the tabbed menu

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3. Now click on “Export calendars” from the menu line after “My Calendars” are listed

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4. Your calendars will be downloaded as a zip file. Once download has completed, unzip and open this file, it will open up your file in calendar (.ics) format
You will need to use an online service to convert this from a calendar (.ics) format into a .csv file that Toggl will understand.

We used Project Wizards online service to convert the ics file into a downloadable csv.

6. Now create a new spreadsheet in Excel or Google Drive and import your csv data: you may need to indicate that values are separated by tabs

7. In Excel or Google Drive, you can now “clean” your data so Toggl will understand which data aligns with which field in the time tracking app:

  • Add a column for the email address of the user – this will be you in most cases
  • Add another column after ‘Given planned earliest start’ and call it ‘start time’
  • Rename ‘Given planned earliest start date’ to ‘start date’
  • Add another column after ‘Given planned earliest end date’ called ‘duration’
  • Change title to tasks, notes to description
  • Delete additional resources and additional description columns
  • Add a column called “project”

It does not matter what order your columns are in. Now you need to clean up your data so Toggl will understand the time entries when you import.

7. Add your email address to each row of entries under the column you created called “email”. If you are tracking the time of more than one user, identify whose time corresponds to each entry using the email address here: this should match a user account in your Toggl workspace

8. For each row of data, copy the start time from the second half of the start date column and place in the column you created for start time

9. Now calculate the duration of each task in your spreadsheet. Subtract the start time from the finish time and add the duration in the format hh:mm:ss to your newly created column after end date

10. Delete the ‘given earliest end date’ column

11. Auto-format the start date column so it is in date format only, in the format YYYY:MM:DD
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12. Now allocate a project to each row of time tasks
Your spreadsheet should now look something like this:
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13. Now you are ready to save this cleaned-up csv file and import it into Toggl. Save or download the file in .csv format
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14. Now in Toggl, click on the Settings menu option in the top right hand corner

15. Click on the “Integration” tab in the next level menu

16. Now click the “Choose File” tab under CSV import

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17. Select the csv file you have just cleaned up and click the “upload button”

18. If your csv file is in the correct file, Toggl will let you confirm the import data arrangements:

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Toggl is also kind enough to let you know if there have been any import errors, and will give you an easy-to-read log file that shows you where things went wrong. It should be clear enough for you to go back and fix your csv file. For example, if you use the wrong date format, your log errors will look like this:

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Additional Tips

  • These import data examples demonstrate the methodical approach you need to take to sync all your historical data. If you want your SaaS apps to be in sync, it is best to import data first, and then use our CloudWork integrations to keep all future added data updated wherever you need it.
  • You can get more ideas about making the most of Google Calendar from our Google Calendar integration tips.
  • If you would like to see a specific example of how to import data between your apps so you can start using an integration, please let us know and we will add to this tutorial series.

Get started with a Google Calendar integration now and be ready to import data between your apps!