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View Importing Reservations via CSV - Netcast VIDEO

Category:HWeb Netcast

Importing Reservations via CSV - Netcast VIDEO


Importing Reservations via CSV - HWebNetCast

This article contains hyperlinks to HWeb NetCast video sessions. Each session is brief (2-3.5 mins) and both shows and talks you through the key steps involved with importing reservations. Due to the nature of video, the file sizes are larger than other audio HWeb NetCast files, and range from 23-53 MB in size when compressed for download. When uncompressed to your computer, the file sizes are about twice this size range. A high speed Internet connection is highly recommended.

A PASSWORD may be required to download these video files because of where they are currently stored. If you are prompted for a password, please send an email to support@hudsonltd.com and put NetCast Password as the subject. We are then glad to pass that password information back to you quickly.

***NOTE: This is the same text as can be found in article ID 150.  This copy of the article however has Video attachments (HWeb NetCast) which will assist in the process of following the steps outlined below.

Many Hudson clients have corporate, airline or travel accounts that compile
transportation reservations internally and then forward a list of
reservation data to the ground transportation company via fax or email
(often as a spreadsheet: common if a company has an in-house travel agency or department).
These reservations would then be manually re-entered into the Hudson
system by reservation agents or dispatchers. The process of reentering
reservation data is time-consuming and cumbersome and introduces the
opportunity for errors in reservation details, including dates, times,
and locations.

A process exists for the direct import of client reservation data into the Hudson reservation system through the HWeb Dispatcher application. A client data file which is in CSV (comma separated value) format may be directly imported into the Reservation database via a custom dispatcher grid. The data may be viewed and manipulated within that grid prior to final saving. This process of CSV file import allows direct copy of client-entered data (reducing opportunity for error) and is completed in a matter of seconds as compared to the manual data re-entry process which could take several man-hours depending on the size of the data file that is being copied.

(Note: This feature requires HWeb software version 1.87a or above)

Steps for Importing Reservations via CSV:

  1. Create a Dispatcher Hotkey (Function: Import CSV)
  2. Create a new Reservations grid (or download ResImport.gdf)
  3. Set available values using Grid Layout (if creating reservation grid)
  4. Create Standard Template (set defaults of imported reservation)
  5. Set default field values for imported file
  6. Import CSV file
1a. Create a Dispatcher Hotkey -  File:08aHotKey.zip
Download Details:  Compressed File ~ (Source File)
      File Name:  08aHotKey.zip ~ (08aHotKey.avi)
      File Size:    23 MB ~ (56 MB)
    Video Length:
  • Open HWeb Dispatcher
  • Go to Tools - Configuration - HotKeys_Fast Info
  • Click File - Add New HotKey
  • Leave System Profile Field to <Any>
  • Set Record Type to: Dispatcher Hot Keys
  • Set Function to: Import CSV file
  • Set Shift_Control Type and Function Keys to desired key combination, while avoiding duplication of other hotkeys already selected.
  • In Description Field, type: Import CSV File
  • Click UPDATE and Save Changes to DB, close the HotKey_FastInfo Maintenance Window.
  • Refresh the configuration by pressing F11 key

2a. Download ResImport.gdf from attachments menu on right hand side of this article -  Click HERE to download Video

      Download Details:  Compressed File ~ (Source File)
      File Name:  08bGridDownload.zip ~ (08bGridDownload.avi)
      File Size: 44 MB ~ (88 MB)
    Video Length:

OR

2b. Create a New Reservations View Grid.

  • From with HWeb Dispatcher, Click File - New - Reservations View
  • Right-click on any column heading on the Reservations View grid
  • Click on Grid Properties
  • Select the Tab labeled Grid Specific
  • Check: Allow add new record
  • Check: Calculate fare and pickup time (if you want this to occur on csv import (recommended))
  • To save this grid: Click File - Save As. In the Field name square: CSVImport (or other name you will remember) .

3. Set Grid Layout (if creating a New Reservation View Grid)

  • After step 2 above, right click any column heading and select Grid Layout
  • Click the first line Col1 ID to highlight the line in yellow.
  • Use the scroll bar to the right to scroll to the bottom of the list
  • Depress and hold the SHIFT key down and then click the last Col and Field Name in the list. This should highlight, in yellow, all lines of the open window.
  • Click Hide Selection button (will remove all check marks from the SHOW column)
  • Scroll back to the top of the list and then place a check mark in the SHOW column, for those fields that will be imported via the CSV, or those fields that you wish to display and view during the import process. The suggested list of fields to include is:
    • TelephoneNumber
    • Passengers
    • Name
    • FlightNumber
    • FlightTOD
    • Flight City
    • MadeBy
    • RiderStatus
    • EmailAddr
    • StdTemplate
  • Click Apply and then OK
  • Save changes to the Grid and reopen

4. Creating Standard Template for Imported Reservation Defaults -   Click HERE to Download Video 

Download Details:  Compressed File ~ (Source File)
      File Name:  08cResTemplates.zip ~ (08cResTemplates.avi)
      File Size: 33 MB ~ (66 MB)
    Video Length:

  • Open HWebAgent
  • Create a normal reservation
    • Set Pickup/Dropoff Location/Addresses
    • Add Group/Charter profile(s)
    • If requiring email and no email in CSV, add NONE to res
    • If requiring madeby and no madeby in CSV, add IMPORT (or your initials)
    • Change STATUS on Reservation Details tab to STD Template
    • Save

5. Set default field values - Click HERE to download Video

      Download Details:  Compressed File ~ (Source File)
      File Name:  08dGridLayout.zip ~ (08dGridLayout.avi)
      File Size: 53 MB ~ (111 MB)
    Video Length:

  • Determine layout of CSV to be imported (how are columns laid out, is name first?)
  • Open resimport.gdf (or newly created grid)
  • Select Grid Layout
  • Scroll to the near end of the layout, select ‘Default value’, add variables into Grid Layout for all fields to be imported. If customer name is column A (field 1) put $01 in NAME of the grid. If fields from CSV are in different columns, but you need them in one, simply combine in Grid Layout. Example if time and date (columns B and C) are in different fields, in Grid Layout FLIGHTTOD put $02 $03
  • Add your Std Template ID into the ‘Default value’ of STDTEMPLATE
  • Save Grid

6. Import CSV -  Click HERE to Download Video

      Download Details:  Compressed File ~ (Source File)
      File Name:  08eResImport.zip ~ (08eResImport.avi)
      File Size: 33 MB ~ (70 MB)
    Video Length:

  • Open import Grid
  • If using Hotkey press appropriate key, if using menu, select menu item
  • Press Get File to Import (locate CSV) press Open
  • Select the first record, then press IMPORT
  • After a sucessful import the row color will change, a checkmark will appear in the Imported?, and a reservation number will be displayed in ResID
  • Once finished Import the remaining reservations



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