Importing Projects

DrillerDB makes it easy to import project data from external sources, saving hours of manual data entry. Import from PDFs using AI extraction or bulk import from Excel spreadsheets.

PDF Import with AI Extraction

DrillerDB uses advanced AI to automatically extract well data from PDF documents like well completion reports, geological surveys, and DNR records.

How to Import from PDF:

1. Navigate to Projects and click "Import from PDF"
2. Upload your PDF file (max 25MB)
3. The AI analyzes the document and extracts key data
4. Review the extracted information in the preview screen
5. Make any necessary corrections
6. Click "Create Project" to import

What Gets Extracted:

• Well owner name and contact information
• Well location (address, coordinates, county)
• Well specifications (depth, diameter, casing details)
• Geology layers and formations
• Drilling dates and completion information
• Permit numbers and regulatory data

The AI extraction works best with standard well completion reports and government forms. Custom formats may require manual review and correction.

Excel Import

Import multiple projects at once from Excel spreadsheets or CSV files.

How to Import from Excel:

1. Download the Excel import template from Projects > Import > Download Template
2. Fill in your project data following the template format
3. Click "Import from Excel" and select your file
4. Map your columns to DrillerDB fields (if different from template)
5. Preview the import and check for errors
6. Click "Import" to create all projects

Required Fields:

• Customer name (must match existing customer or will be created)
• Project type (drilling, service, inspection, etc.)
• Location (at minimum, city and state)

Optional Fields:

• Well depth, diameter, static level
• Geology information
• Pump and equipment details
• Pricing and line items
• Custom field values

Field Mapping

If your spreadsheet columns don't match DrillerDB's format, use the field mapping screen:

1. DrillerDB shows your column headers on the left
2. Select the matching DrillerDB field from the dropdown
3. Preview shows how data will be imported
4. Save your mapping for future imports

Common mappings are automatically detected, such as "Customer Name" to "Customer" and "Well Depth" to "Depth".

Validation and Error Checking

Before importing, DrillerDB validates your data:

• Red indicators - Required fields missing or invalid data
• Yellow warnings - Data may need review but won't block import
• Green checkmarks - Data validated successfully

Common validation errors:

• Missing required customer or location information
• Invalid date formats (use YYYY-MM-DD or MM/DD/YYYY)
• Numeric fields containing text
• Duplicate project numbers

Click any error to jump to that row and make corrections. You can fix errors in DrillerDB or edit your source file and re-upload.

Import History

View all past imports from the Import History screen:

• See when imports were performed and by whom
• Track how many projects were created or updated
• Re-download original import files
• Review any errors or warnings from the import
• Rollback imports if needed (within 24 hours)

Best Practices

• Use the provided Excel template to avoid mapping issues
• Import in small batches (50-100 projects) to catch errors early
• Ensure customers exist in DrillerDB before importing their projects
• Review AI-extracted PDF data carefully before creating projects
• Save time by mapping and cleaning up data in Excel before importing
• Use import history to track changes and troubleshoot issues

Import functionality is available to Admin and Office users. Field users can view imported projects but cannot perform imports.