Work Data Export & Migration Tool

Overview

⚠️ Access Note: The Work Data Export & Migration Tool is strictly restricted to full Account Administrators. 

In the top navigation in the Work application, click the new Migration Tool button. This will open a new tab or window.

🛠️ Troubleshooting: If the Migration Window Does Not Open

Because the Migration Tool opens in a secure new browser tab or window, your browser’s default security settings may flag it as a popup and block it from opening.

If you click the Migration Tool button and nothing happens, look at your browser’s address bar for a "Popup Blocked" notification icon and apply the quick fix for your browser below:

Google Chrome & Microsoft Edge (Standard & Deep Settings Fix)

Method 1: The Quick Fix (Look at the Address Bar)

1. Immediately after clicking the Migration Tool button, look at the far right side of your browser's address bar.
2. If a tiny Blocked Popup icon appears (it looks like a browser window with a red icon), click it.
3. Select "Always allow popups and redirects from [work2.fleetmatics.com]" and click Done.
4. Click the Migration Tool button again.

Method 2: The Deep Settings Fix (If you do not see the address bar icon) 

If the icon does not pop up, you can manually whitelist the Work URL (work2.fleetmatics.com) through your browser's security console:

For Google Chrome users:

1. Click the three vertical dots (Menu) in the top-right corner and select Settings.
2. Click Privacy and security on the left menu, then select Site settings in the center panel.
3. Scroll down to the Content section and click Pop-ups and redirects.
4. Under Allowed to send pop-ups and use redirects, click Add, paste the Work domain URL (work2.fleetmatics.com), and click Add.

• For more details, see Google Chrome Support.

For Microsoft Edge users:

1. Click the three horizontal dots (Menu) in the top-right corner and select Settings.
2. Click Cookies and site permissions (or Privacy, search, and services > Site permissions) on the left menu.
3. Scroll down and click Pop-ups and redirects.
4. Under the Allow section, click the Add button, paste the Work domain URL (work2.fleetmatics.com), and click Add.

• For more details, see Microsoft Edge Support.

Once added, return to your Work tab, refresh your browser page, and click the Migration Tool button again.

Apple Safari (Mac)

1. In the top menu bar, click Safari > Settings (or Preferences).
2. Click the Websites tab at the top, then select Pop-up Windows from the left-side menu.
3. Locate the Work URL in the list of active websites and change the drop-down permission to Allow.

• For more details, see Apple Safari Support.

Mozilla Firefox

1. Look for the yellow info bar appearing at the top of the page reading "Firefox prevented this site from opening a pop-up window."
2. Click the Options (or Preferences) button on the right side of that info bar.
3. Select "Allow pop-ups for [work2.fleetmatics.com]".

• For more details, see Mozilla Firefox Support.

The Home page of the Work Migration Tool has two distinct sections:

Date Range Exports

Date-Range Exports allows you to export data that falls within date ranges. You can export Accounts, Invoices, Jobs without attachments (data only), Jobs with attachments (data plus attached documents and photos), Purchase Orders, Quotes and Suppliers.

General Exports

General Exports allows you to export static data from your Work account. You can export Clients and Start/Finish Questions.

Entity Relationship (ER) Diagram

Clicking the Show ER Diagram button at the top of the screen will open a window with a diagram explaining the relationship between the various data export options available. This will be useful if you’re exporting your data and looking to move to another FSM provider. 

Click the Download Diagram button to save an image of this to share with your FSM provider.

Data Schema

Each category of data export has a data schema associated with it. Click on the View Schema button to open a specific schema.

The schema can then be copied and shared with your new FSM provider, if needed.

Exporting Date-Range Data Sets

💡 Pro-Tip for Media Exports: While basic text data files export almost instantly, folders containing years of customer signatures and job photos require significant server processing. To prevent download blockages or long wait times, run your "Jobs with Attachments" exports in smaller, highly targeted chronological increments (such as monthly or quarterly folders). 

Due to the vast amount of data that Work customers have generated over the years, there are a few things users must be aware of when exporting date-range data sets:

• You must set a Start Date and End Date to export Date-Range Data Sets.
   
• These dates can be no longer than 2 years apart. You will receive an error message if you enter a date range that is too long, or if one is not entered.
   
• You may start multiple exports for different date ranges. If you have many years of history and thousands of jobs, it will take time to process the data. 

Data Categories

• Accounts - export any Inventory and/or Purchases accounts you have in Work
   
• Invoices - export Invoices from Work, if applicable
   
• Jobs - export Jobs and Tasks data only
   
• Jobs with Attachments - exports Jobs and Tasks data, along with any attached files (i.e. photos, documents, etc.). Attachments will be in individual folders numbered for each associated Job
   
• Purchase Orders - export Purchase Orders data
   
• Quotes - export Quotes data
   
• Suppliers - export Suppliers data

Steps to Export Date-Range Data Sets

1. Enter a Date Range for the data you wish to export.

2. Click the button for the format you want to download the data in (if you’re unsure, we recommend using CSV format):
    
   • JSON - a lightweight, text-based data format used for storing and exchanging data. Your new FSM provider may request you to download in this format.
      
   • CSV - a simple, plain-text file format used to store tabular data (like a spreadsheet or database) where each line represents a row, and the values within each row are separated by commas. Easily readable by Microsoft Excel or Google Sheets.

3. After you select the format, a confirmation window will open. Click the Yes, Start Extraction button to begin the process.

4. Click OK on the final confirmation message.

Exporting General Data Sets

There are two data categories that do not require a date range. You can export them at any time. 

Data Categories

• Clients - export your complete list of Clients. Any Jobs downloaded will link back to the client name.
   
• Start Finish Questions -export any Start or Finish Questions you might be using for your Jobs.

Steps to Export General Data Sets

1. Click the button for the format you want to download the data in (if you’re unsure, we recommend using CSV format):
    
   • JSON - a lightweight, text-based data format used for storing and exchanging data. Your new FSM provider may request you to download in this format.
      
   • CSV - a simple, plain-text file format used to store tabular data (like a spreadsheet or database) where each line represents a row, and the values within each row are separated by commas. Easily readable by Microsoft Excel or Google Sheets.

2. After you select the format, a confirmation window will open. Click the Yes, Start Extraction button to begin the process.

3. Click OK on the final confirmation message.

Job History Page

After you have requested your data, you can move to the Job History page to view the progress and download files.

1. Click the Job History button on the top navigation bar.

2. The Job History page allows you to see the progress of your data extract requests and download data, once processing is complete. 

The table headings on the Job History page are:

• Category - the Data Category that was selected on the previous page.
   
• Status - the Status of the data extract request. 
  
  
  
  Statuses include:
   
  • Processed - the system has finished gathering your data from the private database and is currently compiling it into the public download folder. No action is required; the status will automatically change to Completed in a few moments when the secure download link is ready.
     
  • Completed - all processing is complete and any files are available for download.
     
  • Pending - processing has not started.
     
  • Running - processing is in progress.
     
  • Failed - processing failed. Please attempt your data extract request again.
     
• Format - the format that the data will be processed in.
   
• Start Date - the date the data extract was requested.
   
• End Date - the date the data extract is completed. If this is blank, the extract is still processing.
   
• Requested By - the name of the person who made the data request.
   
• Available Until - the data the data extract will expire. Data extracts will be available for three (3) weeks from the date processing is complete.
   
• Actions - actions that can be taken 

Actions include:

• Click here to Download button. Date Range data files are grouped into ZIP files by month. This helps with processing and organization. Click the Download button on the right to download that particular file.

• The Details button shows details of that data extract.