How do I import asset data in bulk?

Created by Mark Eves, Modified on Fri, 2 Sep, 2022 at 10:27 AM by Ben Hayes

The system provides organisations with the ability to import large amounts of data in bulk, using CSV files. For instance, you can gather data on your customers, place this data in a CSV file under specific headings, and then upload the file. The system will then process the data overnight.

What steps do I need to follow to import asset data in bulk?

1. Go into the Assets module. Click on Action > Import.

2. You will be taken to the following screen. This is where you can upload CSV files, and view the results. You will first need to get a copy of the CSV file template needed.

Click on Download to save the template file to your computer.

3. The template file should look similar to the following. There are multiple fields to fill out, which are explained in further detail below.

category

The first categorisation code.

- Required = Yes

- Format = Text (limited to 50 characters)

- Example = Vehicle

subCategory

The second categorisation code.

- Required = Yes

- Format = Text (limited to 50 characters)

- Example = Car

furtherSubCategory

The third categorisation code.

- Required = No

- Format = Text (limited to 50 characters)

- Example = Hatchback

name

The name of the asset.

- Required = Yes

- Format = Text (limited to 50 characters)

- Example = Large car

code

The code of the asset.

- Required = Yes

- Format = Text (limited to 50 characters)

- Example = ASSET_01

description

The description of the asset.

- Required = No

- Format = Text (limited to 50 characters)

- Example = Manufacturer: Ford

status

The status code of the asset.

- Required = Yes

- Format = Text (limited to 50 characters)

- Example = TESTING

reference

The reference of the asset, normally an external system value.

- Required = No

- Format = Text (limited to 50 characters)

- Example = XJ001

usage

The code against the usage.

- Required = No

- Format = Text (limited to 50 characters)

- Example = USAGE_01

erpCode

The code that maps to the internal finance system.

- Required = No

- Format = Text (limited to 50 characters)

- Example = 345

creation

The date the asset was created.

- Required = No

- Format = Date (DD-MON-YYYY)

- Example = 02-JAN-2017

expiry

The date the asset expires, and is removed from usage.

- Required = No

- Format = Date (DD-MON-YYYY)

- Example = 31-OCT-2022

uprn

This is the location of the asset, as taken from the local land and property gazetteer. The unique property reference number of a location.

- Required = No

- Format = Number (limited to 12 digits)

- Example = 100123456789

noteType

You can add a single note to any imported asset. The note type is the code.

- Required = No

- Format = Text (limited to 50 characters)

- Example = ASSET_NOTE

noteTitle

The header for the note.

- Required = No

- Format = Text (limited to 80 characters)

- Example = Condition description

noteContent

The body of the note.

- Required = No

- Format = Text (limited to 4,000 characters)

- Example = Good condition...

4. Insert all the details required, and save the changes you have made to the template file. Under "Import comma separated file", upload the CSV file you have configured.

Click on Submit

5. The data will be implemented onto your system overnight. You can return to this page to check the results of the file upload.