Estimates can be exported and imported between different Estimate Works Enterprise users. The export creates an XML file of the estimate data that can be sent to another user by email etc. and imported. The export files are saved to the 'Export' subdirectory ('C:\Users\Public\Documents\Estimate Works V6\Export\') or you can browse to save the file to any chosen location. To import the file, save it to your computer - the import opens by default to the 'Import' directory ('C:\Users\Public\Documents\Estimate Works V6\Import\') but you can browse to any location you choose.
The data exported contains both the client information and all the details pertaining to that particular estimate.
Estimates are imported according to the following specifications:
- If the estimate number already exists the user will be advised. The new estimate details will be displayed in the estimate form, but the original estimate will not be overwritten until the user saves the record by clicking the 'Save' button.
- If the estimate number does not already exist, new estimate details will be displayed in the estimate form, but the estimate record will not be created until the user saves the record by clicking the 'Save' button.
- If the client already exists (based on the client last name, first name and/or company name), the user will be advised and will be prompted to view the client record with the details in the import file. The original client record will not be overwritten until the user saves the record by clicking the 'Save' button. If the user chooses not to view the client record, the original client details will remain and will not be overwritten by any new client details in the estimate record.
Important: When using the Enterprise version and importing/exporting estimates between users, it is very important to set company policy on the allocation of estimate numbers to avoid confusion and the possibility of overwriting existing estimate records.
Estimate Numbers are automatically generated based on the next record number in the database but additional information should be added to the estimate number to positively identify the estimate. A suggestion is to have the estimator that is originally creating the estimate add their initials to the estimate number, or use something unique such as the street address.