📥 Bringing in your data (migration)

If you already run your workshop with spreadsheets, folders or documents, you don't need to type it all in again. BolloPrint reads it, asks you about whatever it isn't sure of, and you decide what goes in.

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Where to find it

• In Settings → Migration, button Open the migration tool.
• Also from the Bring your data task in First steps, on the Home screen (Initial setup). On a plan without the migration tool, that task and the Migration entry in Settings are greyed out with 🔒 PRO, and the tool's button is disabled; See plans shows you the plans that include it.

It can be used by the workshop's owner or an administrator.

Plan	How it works
Hobby	Not included. If you switch to a plan that includes it, you get it straight away.
Pro	You do it yourself with the tool. If you get stuck, open a Migration case in support, or press ? Help → Book an appointment to go through it together, with your files in front of you.
Max and Business	You do it yourself or, if you prefer, we do it for you: you'll see that in ? Help too.

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Before you start

• A computer with Chrome or Edge (Windows or Mac). It doesn't work on phones, tablets, Firefox or Safari: we need to read your folders, and only those browsers allow it. The window has to be wide, so the tables fit.
• Your files, on your computer: ideally not only in OneDrive, Google Drive, iCloud or Dropbox. A file that is only in the cloud can't be read, and everything is much slower. If that's where they are, copy them to your disk first.
• Don't touch your files while it's running: don't move, rename or delete anything. If you carry on another day, we'll ask you for them by name.
• You don't need extra free space.

We only read your folders. We don't write anything in them, and whatever we need while the migration lasts we delete when you finish.

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The three steps

At the top you see the three steps: Prepare · Understand · Migrate. Each one is a single screen that changes as it works: before, during and after. They all have the same shape:

• A table with what you brought, row by row. One column changes on each step: What's inside, We bring it as and What goes in.
• A panel on the right with what's going to arrive in your workshop: What you brought, then Will arrive in your workshop and, at the end, Now in your workshop. At its foot, Plan storage: what you're going to upload and whether it fits in your plan.
• The button to carry on, always bottom right, with ← Back next to it when you can go back.
• What we need to ask you is all in one place, To decide, above the Understand table (more on it below). Migrate’s warnings go in Check before migrating.

You can close it whenever you like and carry on another day: when you come back you'll see “You have a migration in progress”, with Continue or Discard. We'll ask you for the files by name when they need reading.

Step	What happens
Prepare	In Add what you have you drop in whatever you have, all at once or bit by bit: your Excel or CSV, whatever you export from your online shop, invoices in PDF and your designs folder (Choose files, Choose folder or by dragging them). We recognise your designs folder on our own from its 3D models; if we get it wrong, press It isn’t (or These are my designs on the right folder). Next to each item you can write in one line what's inside. Below, Tell us is optional: How is it organised? and What are you bringing? (if you tick nothing, we look for everything). With Understand my data we count what you brought.
Understand	First we show you what we think each item is, under We bring it as; correct whatever doesn't fit and press That’s right, start reading. While we read, each row goes through Queued, Reading… and Understood, and you can answer what comes up in To decide as you go. See how it is read shows you how we read each sheet, and Download as Excel, your data as we've understood it. When it's done, Review and migrate.
Migrate	The table says What goes in from each row. See rows opens underneath what goes in from that row, in tabs (customers, orders, quotes, designs, products…), and there you change it or untick it. At the top you'll see, if there are any, Will not be migrated, Will be left empty, What we have linked (each order with its customer and its products) and Check before migrating. Nothing is created until you press Migrate. While it migrates, leave the tab open: the files upload from your computer (you can Pause upload). When it's done, Go to my workshop.

In the panel, the Order reconciliation note tells you how many orders we read, how many are left after joining lines and copies, and the amount that is kept: it helps you check that it matches what you know about your workshop. Total rows in your sheets ("TOTAL APRIL 2024") are not orders and are left out; the note says how many there are.

See, on the note, opens the full reconciliation, where those rows are named sheet by sheet, with their row numbers (if there are many, Show all and Show less). Under each sheet, Are they orders? is answered with a dropdown:

• No, they are totals: they stay out. This is what applies if you don't answer.
• Yes, they are all orders: they are read as orders.
• Only some…: opens a checkbox per row, with its number and what it says. Tick the ones that are orders and press Save; the dropdown says so, for example Only some (2 of 5).

It's for the rare case of a customer called "Total…" with only a date and an amount. The rows you give back stay named, in case you want to take them out again, and your answer is saved: if you carry on with the migration another day, it stays the same.

To decide

In Understand, above the table, To decide gathers everything we need to ask you, as a list of topics: Were they paid?, Taxes, States, Customers that look alike… If several files ask the same thing, it’s one topic and you answer it once.

• Two blocks. At the top, Important: whatever would leave rows out of the migration or orders out of Finance. Below, Optional: they can stay as they are.
• Each topic stays closed until you open it, one at a time. Its line says how many rows it affects and where they come from and, after If not:, what applies if nobody answers. Once you answer, it shows your answer.
• You can carry on without answering: whatever you leave goes as its line says. Nothing blocks you, but whatever shows in red stays out.
• Every answer is a dropdown: open it and choose.

Topic	If you don’t answer
Orders without a date, Orders without a customer, Customers without a name	not migrated
Were they paid?	unpaid
Taxes	before tax, 0 %
States	Completed
Currency	your workshop’s currency
Customers that look alike, Orders repeated across files	kept apart
Orders and quotes, How designs are grouped	as we propose

Each topic is a table. The first row is All files and below it comes each file. That way you answer once for everything and, if one file is different, you change only that one:

• A file nobody has answered reads Choose…, and until you answer it, it goes as If not: says.

• All files only shows an answer once you've given it for all of them. Answering it fills in the files that still have no answer, which then read Same as all; if you change it later, they change with it.

• A file you changed on its own keeps its answer, and one answered in your own words is never rewritten.

• Taxes is asked only once, with two questions: Do your amounts include the tax? and Which tax do you charge?. If you already know the rate, you answer it in one go: for example, “Yes, VAT 20 % included”.

• States only shows the values of your status column that we don’t understand, each with its dropdown: Your sheet says and In BolloPrint it becomes. The ones we already understand are folded into one line (“5 values we already understand”). Cancelled cancels those orders; and if the cell already says “cancelled”, the order comes in cancelled without asking you.

• Customers that look alike and Orders repeated across files: each group has its own dropdown, with The same, Different or Only some…. See opens the group and shows each record with its checkbox: name, email, phone, tax ID, where it comes from and how many orders it has. Tick the ones that are the same; the rest stay apart, and the dropdown says so, for example Only some (3 of 5). When you’re done, press Save. Customers that are the same are merged into one record with all their orders, and orders that are the same are created only once. Until you decide, they stay apart.

• Explain it in your own words: if no option fits, open it inside the topic and write the answer as you’d tell it to a person.

• See the N, on each topic, shows you the rows it’s about: which file and which row they are. And in the table, See its N questions on a row leaves only that file’s topics in To decide.

Check before migrating

In Migrate, above the table, Check before migrating gathers the warnings. They don’t stop the migration: each one tells you what we did and why. For example:

• “5 orders share their number with other rows but have another customer or date: we create them separately.”
• “5 customers have another phone on another row: we keep it in their notes.”

See which opens, right there, the list of those rows and only those: Where (file and row), What it is, Customer, Date, Amount and What’s wrong. If something isn’t what you want, change it in See rows before you press Migrate.

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What goes in and how

• Customers: from spreadsheets, documents or a list in a PDF. If a customer appears written two different ways, we warn you about the possible duplicate. If a customer is on two rows with different phones, the first is their phone and the other goes to their notes (“Other phone: …”); the same number written another way doesn’t count as a different one.
• Designs: 3D models, photos, sliced files and archives, grouped by design. They're compressed while they upload; a .zip of yours goes up as it is.
• Orders: with their real dates and payments, so they count in Finance. An old order doesn't get today's dates.
• Order lines: if a sheet with one order per row has a column listing what was sold (“A x3 + B”), each item becomes a line of the order with its quantity. Those lines come in without a price and the order keeps its own total.
• Inventory: filaments and resins, linked to our catalogue. If a material isn't in the catalogue, we request it ourselves and let you know.
• Tax comes from your documents: the rate each one carries is what counts. If it doesn't carry one, we ask you once (one of the answers is Empty (not set)); if you don't answer, it goes in at 0 %.

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Quotes

An old quote always comes in as a BolloPrint quote, never as an extra order. They can come from documents or from spreadsheets.

• From documents (PDFs, texts): they come in as drafts. When you open their rows in Migrate, on the Quotes tab, you tick Accepted and, if you like, Create as order. If that quote is already an order in your workshop, no other one is created.
• From a sheet: a tab or a CSV of quotes only, or a sheet that mixes orders and quotes separated by a column. In that case we ask you “This sheet mixes orders and quotes. This is how we split it: is it right?”, with how many come out of each, and you answer That’s right, Use another column or They are all orders.
• Their status is kept: Accepted, Sent, Rejected or, if it's pending or empty, draft. So is their Valid until, so one that has already expired shows as expired. You can change it in Migrate.
• If it already became an order of this migration, it comes in as an accepted quote linked to that order, never as a second order.
• With no status at all (for example, a form export): they come in as drafts, and their row tells you so: “These N quotes have no status: they come in as drafts”. With Mark their status you select them and mark them all at once.
• Don't want them? On the row of a mixed sheet, in Migrate, press Don’t bring the quotes: the orders stay as they are.

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Undoing a migration

When it's finished, in the panel, Not convinced? → Undo the migration removes everything that was created in it. Anything you've used since stays: for example, a customer you've already made a new order for. When it's done you'll see Migration undone, with what was removed and what was kept.

If a migration stops half-way, whatever got created stays: when you continue you can carry on or undo it.

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If something goes wrong

What you see	What to do
“The migration is done from a computer, with Chrome or Edge”	Open BolloPrint in Chrome or Edge, on a computer.
“Make the window wider”	Maximise the window or zoom the browser out (Ctrl − on Windows, Cmd − on Mac).
“The migration is already open in another tab”	It can only be open in one. Carry on in the other one, or close it and press Try again.
“This folder seems to be in the cloud”	Copy the folder to your disk and add the copy.
“Doesn’t look like the workshop’s”	It's videos, music or installers. Remove leaves it out; Keep, if it really is yours.
“Doesn't fit in your plan.”	What you're going to upload takes up more than the Plan storage. Leave something out with See rows, or Upgrade plan.
“Some things could not be done”	We list them with the reason. Nothing is silently discarded: whatever we can't read stays on your computer.
“To carry on, add what's needed”	When you carry on another day, add the files we ask for: they have the same names as before.
Something's missing at the end	Check it in Worth a look, and if need be, undo and start again.

When it's finished, in the panel, How did it go? → Tell us. It's optional and our team reads it: it helps us a lot.