Import Data

AssetExplorer Cloud allows you to bulk import various types of records from your existing database or other applications.

 

Bulk import is supported for the following types of records:
  

Module	Supported Record Types
Records that can be imported globally for multiple modules	Attachments can be imported globally for Purchases, Contracts, and custom modules. You can mention the module name in the CSV file to map the attachment to the respective module.
Purchase Order	Purchase order details and relevant information.
Contracts	Contractual details and relevant information.
Vendor	Vendor and vendor-associated products.
Custom Modules	Any type of data can be mapped into the Custom module fields, except for attachments/inline images.
Admin	Users, Regions, Sites, Departments, Technician Groups, Category. GL code, Cost Center
CMDB	Configuration items and CI relationships
Asset Type	Workstations, mobile devices, assets (other than workstations), components, consumable quality details, consumable allocations, and software licenses.

 

If the relevant site information is not specified in the imported file, the department and group will be imported with default site association.

If the site name is not provided during the import of sites, the data will be imported to the default site.

 

Prerequisites for Data Import 

Role Required 

1. Only SDAdmin has permission to initiate data import for all modules, except for the Assets module.
   
2. In the Assets module, the SDAssetManager and AssetConfig can initiate data import. However, the user, site, and department associated with an asset can only be updated if the user has SDAdmin permission.
   
3. If the user has SDSiteAdmin permission along with the SDAssetManager or the AssetConfig role, they can create departments while importing assets.
   

 

Importing Organizational Roles 

Organization roles can be updated for users, sites, regions, and departments during import using email addresses. Ensure that you create the organization roles in the application before importing users for that role. Learn more.

 

Import Data  

Step 1: Choose File 

1. Go to Setup > Data Administration > Import Data.
   
2. Choose the record you want to import using the Select Module dropdown.
   
3. Choose how you would like to import: Add records and update if already exists, Update if already exists, Delete existing records and add, or Ignore duplicate records.
   
4. Select the import file format: CSV, XLS, or XLSX. You can also download a sample CSV file for each record for the upload format.
   
5. Click Choose file to import file and then select the character encoding format.
   
6. Enter Sheet No if the selected file format is XLS or XLSX.
   
7. Finally, click Next.
   

  

 

Step 2: Customize Mapping 

Map the record fields with the column names in the CSV file. If you are importing data to a custom module, select the custom module to load the fields configured in the custom module.

  

Select the correct date and time format of the import file.

While importing vendors, you can enable the Import Associated Product Details check box to map vendors with existing products. If the product specified is not found in the application, a new product will be created and mapped with the imported vendor. 

If the date-time format of any date field in the CSV file does not match the format chosen while mapping the imported file columns, the Created Time field will be set to the current time, and the other date fields will not be set.      

If both the user and department associated with an asset are not present in the application, the asset will be imported in the In Store state. 

 If the site associated with an asset is not present in the application, the asset will be imported under the Base Site. 

Ensure you have mapped all mandatory fields and click Next.  

 

Finally, click Import Now to initiate the data import.

 

Import History  

You can view the import status under Setup > Data Administration > Data Import > Import History.

To view details of an import operation, click the desired Import Result field.

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