Import and export
Move data in and out of Orkyo — CSV and JSON imports, exports per page, and the PDF Gantt of the schedule.
The top bar’s Import and Export buttons are context-aware: they act on whatever page you have open. On a page with nothing to move, they read “Import not available” / “Export not available”.
:::note On Orkyo Cloud, import and export are included in the Professional and Enterprise plans; on Free, the dialog offers the upgrade instead. The Community Edition has no plans — everything here is always available. See Plans, tiers and billing. :::
What moves, where
| Page | Export | Import |
|---|---|---|
| Utilization | — | |
| Stations (per type) | CSV, JSON | CSV, JSON |
| Assets (per type) | CSV, JSON | CSV, JSON |
| Requests | CSV | CSV |
| Conflicts | CSV | — |
| Criteria | CSV, JSON | CSV, JSON |
| Sites | CSV, JSON | CSV, JSON |
| Request Templates | CSV, JSON | CSV, JSON |
| Users | CSV, JSON | CSV, JSON |
Every resource type is covered, whether you activated it from the catalog or defined it
yourself: open the type and the buttons act on it. A type’s own fields travel in columns
prefixed meta. — export a few rows to see the exact column names before preparing a larger
import.
For people, the export includes email, job title and department. On import, only the email is restored: job titles and departments are references to rows that must already exist, and matching them by name risks attaching the wrong one. Set those on the person after importing.
Each dialog describes its scope in place — Conflicts, for example: “Export the current list of conflicts (import not available).”.
Lists travel too
The workspace export carries your list definitions, their columns, and the rows of every shared list. A department tree exports with its references intact, so the parent of each department survives the round trip. Per-resource lists — a machine’s maintenance log — travel with the resource. See List definitions.
An export is complete. It contains every matching record, not the first page of them.
Exporting
- Open the page whose data you want, choose Export.
- Pick the Format. The File name is shown for reference and is not editable.
- Export downloads the file.
The Utilization export is special: it produces a PDF of the Gantt chart, and it follows what is on screen. The button names the scope it will export — “Utilization (Stations)”, “Utilization (Assets)”, and so on — so set your scale, period and site first. On a resource tab you get that type alone; from the Calendar tab, which has no type of its own, you get every type, each starting on its own page. Ideal for shift handovers and planning meetings.
Importing
- Open the matching page, choose Import.
- Pick the Format, then Browse to select the file.
- Import to apply the file.
The important behaviour to know: import creates, it never updates. Existing items are not modified, even when the file carries their IDs — importing the same file twice creates duplicates. Correct the file before importing; to fix imported data afterwards, edit it in-app or delete the created items and import again.
Import from spreadsheet
The per-page imports above take one CSV per entity. The Import from spreadsheet button on
the Requests page takes something different: the whole
capacity-planning template in one .xlsx, with
its Workstations and Jobs sheets loaded together.
- Import from spreadsheet on the Requests page, choose the
.xlsx, and pick the target site. - Review shows what was found — how many workstations and jobs, and any rows that will be skipped (a job pointing at a workstation code that is not on the Workstations sheet, a window ending before it starts, a duplicate code).
- Import creates the workstations first, then the jobs assigned to them.
Two behaviours worth knowing:
- Codes are matched, not duplicated. A workstation whose code already exists on the target site is reused, and its jobs attach to the existing one. Re-importing after adding a few rows therefore does the sensible thing.
- Daily capacity hours are not imported. The template’s “Capacity (h/day)” and a workstation’s capacity in Orkyo are different quantities — hours a place can absorb versus how many things fit in it at once — so the column is deliberately left behind rather than silently mis-modelled. A job’s hours per day becomes its minimal duration instead.
If a create fails partway (a quota, a validation error), the import stops and reports exactly what was created up to that point; those items stay.
Practical notes
- Round-trip for structure. The most reliable way to learn the expected columns is to export first — the export format is the import format.
- Import reference data early. Loading criteria, sites, and templates from files is the fastest path through initial setup — see Import your existing data.
- Presets are the bigger hammer. For a whole-workspace configuration (criteria + groups + templates in one file), use Presets instead of per-page imports.