ShoWorks Help Articles

How to submit a file for data conversion

Summary:

Gladstone provides a service (fees may apply) of importing records into ShoWorks from other programs. 

• Files provided must be in Microsoft Excel format.
• Gladstone only imports records with addresses (exhibitors, buyers, clubs, and schools only).
• Gladstone will not import other types of records (divisions/classes, premiums, entries, etc.).  This is because the ShoWorks data structure will differ significantly from other file formats.

Checklist before sending Excel file to Gladstone:

1. Match all fields:
   • At the top of the spreadsheet, the first row must contain the column/field headings. Each heading must read and match EXACTLY to that in ShoWorks, otherwise the column will NOT import. If you are unsure of the field names, run ShoWorks and open the menu (such as Exhibitors, Buyers, Clubs, etc.). Look at how the field names are labeled and rename your spreadsheet columns to match these (EXACT spelling is required). If you have any extra data that you cannot match in ShoWorks, you can try to use one of the existing labels. For example, you may keep track of the exhibitors’ “Parents Name”. Since there is no field in ShoWorks with this label, you could use the field “Exhibitor User Defined Text” or even the “County” field.
     
     Please follow this example of how to arrange a spreadsheet for exhibitor conversion.
     
     
2. Remove duplicates:
   • Make sure that there are NO DUPLICATE “Exhibitor Names” (for an exhibitor file) or NO DUPLICATE “Buyer Names” (for a buyer file). If you have duplicate names, either remove the duplicated row, or rename the value (such as from “John Doe” to “John P. Doe”).
   • Make sure that there are NO DUPLICATE "Exhibitor ID" (for an exhibitor file) or NO DUPLICATE “Buyer ID” values.
3. Check formating of numbers:
   • Make sure that all zip codes are exactly 5 digits (no more, no less unless blank).
   • Make sure that all phone numbers are in the exact format: (xxx) xxx-xxxx Note: the space after the last parenthesis. You should have a total of 14 characters, including a space, a dash, and two parentheses.
4. Remove excess data:
   • Make sure that there is one record per row of the spreadsheet (excluding the column headings in the first row). Check the very bottom of the spreadsheet for extra data that should not be imported.

Once you have completed the checklist above, you are ready to submit the Excel file(s) to Gladstone.  To do so, follow these steps:

1. Go to our upload site at: http://fairsoftware.com/upload.aspx .
2. Upload your Excel file to our site.  Note: this may take a long time depending on the speed of your Internet connection.  This may vary from under one minute to over an hour.
3. When your upload is complete (please make sure it is complete, as the process may take a long time), go to our contact page and notify us that you have sucessfully uploaded your file and let us know that you are submitting a file for conversion.