The validity data import is used to update the expiry dates of documents and certificates assigned to drivers and vehicles in bulk. This import is intended for updating existing records rather than creating new ones. It provides a quick and efficient way to ensure that all resource documentation, such as driving licences and vehicle inspection certificates, is up-to-date in the system.
📖 Glossary of Key Terms
For clarity throughout this guide, the following terms are defined.
Validity: The period during which a document or certificate is active and legally binding.
Resource: A term used to describe a driver or a vehicle.
Resource Type: The specific type of document whose validity is being updated (e.g., Driving Licence, ADR Certificate, Vehicle Inspection).
✅ Critical Import Requirements for Validity
Prior to importing validity data, the following requirements and warnings must be considered to ensure data integrity.
Resource Prerequisite: The driver or vehicle record must already exist in the Qargo system. This import is for updating existing resource documents only and cannot be used to create new resources.
Resource Type Prerequisite: The Resource Type must be pre-defined in the Qargo platform's settings before the import is attempted.
Mandatory Fields: The Resource External ID, Document Type, and the Valid Until date are mandatory fields for each record.
Date Format: The date format used in the template must be correct and consistent with the platform's requirements.
🛠️ Step-by-Step Data Import Process
Step 1: Download Template
A specific Excel template is available to upload Validity data:
📚 Always use a blank template downloaded directly from the Qargo platform or provided by the Qargo team. Re-using an old template may lead to import errors.
Step 2: Fill in the Excel Template
Open the template and populate it with the required data. The template contains column headers that correspond to the fields in Qargo.
Required Fields: Make sure to fill out all the required fields (a comprehensive list of required fields can be found in the next section of this article). An import will fail if these fields are left blank.
Formatting: Close attention should be paid to the specified data format (e.g., dates, numbers, text).
Step 3: Submit for Upload
During Onboarding: Work directly with your onboarding manager to upload your initial business data. They will guide you through the process and ensure a successful import.
After Onboarding: For all future data updates and imports, contact your account manager. They will assist you with the upload process and provide ongoing support.
📝 Details of the Validity Import Template
The following table provides a detailed, field-by-field explanation of the Excel template for validity import, including data formats, required fields, and best practices for populating each column.
Column name | Required/optional | Remarks | Example |
resource_name | Required | Drivers name |
|
resource_type | Required | Driver, subcontractor , vehicle type, container, etc. |
|
description |
|
|
|
category | Required | Document or unavailability |
|
subcategory | Required | Specific type of document | Driver_Driving_License |
start_timestamp | Required | Year/Month/Day | 2016/09/20 |
end_timestamp | Required | Year/Month/Day | 2026/09/20 |
legal_end_timestamp | Required | Year/Month/Day | 2026/09/20 |
🔎 Troubleshooting Common Validity Import Errors
This section addresses specific errors that may arise during the import of validity data.
Resource Not Found: This is the most common error. It occurs when the Resource in the template does not exactly match an existing driver or vehicle in Qargo.
Resource Type Not Found: The import will fail if the specified Resource Type in the template has not been pre-defined in the Qargo platform settings.
Sheet name: The sheet name in the Excel template file must be named exactly 'Import'. Any other name will cause an error when uploading the file.
Invalid Date Format: This can lead to import failure. It is important to ensure that the Valid Until date is entered in a correct and consistent format (Year/Month/Day).
✨ Best Practices for Importing Validity
To ensure a smooth and accurate import, consider the following best practices.
Complete Prerequisites First: It is critical to ensure that all drivers and vehicles have already been successfully imported into the system before attempting to update their validity data.
Maintain Data Consistency: Pay close attention to the spelling and capitalisation of Resource and Resource Type.
➡️ What to Do Next
Once validity data has been successfully imported, the expiry dates of documents and certificates will be updated in the system. The Qargo dashboard and resource profiles will now provide a clear overview of upcoming expiry dates, allowing for proactive document management.
📈 Use Cases for Validity Import
Importing validity data is an invaluable tool for several key business processes.
Annual Renewals: The primary use case is to bulk-update a large number of documents that expire on a regular basis, such as vehicle inspection certificates or road licences.
Driver Licence Updates: This provides a streamlined method for updating the validity periods for all drivers whose licenses have been renewed.