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.

Quick Start: Import Options

Method	Best For	Time Savings
PDF Import	Well completion reports, DNR forms	~15 min per document
Excel Import	Bulk data migration, multiple projects	Hours of manual entry
Template Import	Standardized data formats	Consistent results

PDF Import with AI Extraction

DrillerDB uses AI (GPT-5) to automatically extract well data from PDF documents.

What Documents Work Best

Document Type	Extraction Quality
Well completion reports	Excellent
DNR well forms	Excellent
Geological surveys	Good
Driller's logs	Good
Custom formats	Varies

Step-by-Step: Import from PDF

Navigate to Projects in sidebar
Click Import dropdown
Select Import from PDF
Click Choose File or drag and drop
Wait for AI analysis (30-60 seconds)
Review extracted data in preview
Make any corrections
Click Create Project

For best results, use clear, high-resolution PDFs. Scanned documents work but may need more corrections.

What Gets Extracted

The AI extracts:

Customer Information:

Well owner name
Contact phone and email
Mailing address

Location Data:

Physical address
City, state, ZIP
County
GPS coordinates (if present)
Legal description

Well Specifications:

Total depth
Casing diameter and material
Screen information
Static water level
Yield (GPM)

Geology:

Formation layers
Depths and thicknesses
Material descriptions
Water-bearing zones

Dates and Permits:

Drilling start/end dates
Permit numbers
Completion date

Reviewing AI Extraction

After extraction, review each section:

Green fields = High confidence, likely correct
Yellow fields = Medium confidence, verify
Red fields = Low confidence, needs correction

Click any field to edit before creating the project.

Excel/CSV Import

Import multiple projects at once from spreadsheet files.

Step-by-Step: Download Template

Go to Projects > Import
Click Download Template
Save the Excel file
Open in Excel or Google Sheets

Step-by-Step: Prepare Your Data

Open the template
Fill in your project data
Follow these rules:
- One project per row
- Keep column headers unchanged
- Use correct date format (YYYY-MM-DD)
- Leave blank if unknown (don't enter "N/A")

Required vs Optional Fields

Required Fields:

Field	Description	Example
Customer Name	Business or person	John Smith
City	Project location	Green Bay
State	Two-letter code	WI

Optional Fields:

Field	Description
Address	Street address
Phone	Customer phone
Email	Customer email
Well Depth	Total depth in feet
Casing	Diameter and material
Geology	Formation data

Step-by-Step: Upload and Import

Go to Projects > Import
Click Import from Excel
Select your prepared file
Review the field mapping screen
Verify column-to-field mappings
Click Preview Import
Check for errors (red) and warnings (yellow)
Fix any issues or return to edit file
Click Import Projects
Wait for completion

Field Mapping

If your columns don't match DrillerDB fields:

Import screen shows your columns on left
Select matching DrillerDB field from dropdown
Preview shows data transformation
Save mapping for future imports

Common Auto-Detected Mappings:

Your Column	Maps To
Customer Name	Customer
Customer	Customer
Well Depth	Depth
Total Depth	Depth
Location	Address
City/State	City, State

Validation and Error Handling

Understanding Validation Results

Indicator	Meaning	Action
Green ✓	Valid data	Ready to import
Yellow ⚠	Warning	Review but can import
Red ✗	Error	Must fix before import

Common Validation Errors

Missing required data:

Add customer name or location
Cannot import without basics

Invalid date format:

Use YYYY-MM-DD or MM/DD/YYYY
Don't use text like "last month"

Numeric fields with text:

Remove text from depth, diameter fields
Use numbers only (150, not "150 ft")

Duplicate project numbers:

Each project needs unique ID
Remove duplicates or let system assign

Fixing Errors

In DrillerDB:

Click the error indicator
Jump to the problem row
Edit the field directly
Error clears when fixed

In Your File:

Note the errors
Exit import
Fix in Excel
Re-upload file

Import History

Viewing Past Imports

Go to Projects > Import
Click Import History
See all past imports with:
- Date and time
- User who imported
- Number of projects created
- Source file name

Rollback Options

Within 24 hours of import:

Go to Import History
Find the import to undo
Click Rollback
Confirm deletion
All imported projects removed

Rollback deletes all projects from that import. Any changes made to those projects will also be lost.

Best Practices

Before Importing

Create customers first (or they'll be auto-created)
Use the DrillerDB template format
Clean data in Excel before uploading
Remove blank rows and columns
Verify date formats

During Import

Review all warnings, not just errors
Check field mappings carefully
Preview before final import
Import in batches of 50-100 for easier error handling

After Import

Spot-check several imported projects
Verify customer links are correct
Check locations on map
Fill in any missing details

Troubleshooting

PDF not uploading?

Check file size (max 25MB)
Ensure it's a valid PDF format
Try a different browser

AI extraction missing data?

Document may be unclear or low quality
Check if data is actually in the PDF
Manually enter missing fields

Excel import failing?

Check for hidden characters in cells
Ensure file isn't password protected
Try saving as CSV and re-importing

Customers being duplicated?

Customer names must match exactly
Check spelling and capitalization
Create customers first with correct names

Can't access import feature?

Import requires Admin or Office role
Field users cannot import projects
Check with your administrator

Creating Projects - Manual project creation
Search & Filters - Find imported projects
Project Details - Complete project info
Users & Access - Role permissions