Import assets

With the Can Import Assets permission, you can import assets via an Excel file using the Import Wizard.

To use the Import Wizard:

  1. Select Assets > Asset Import. The Import Wizard appears.

    Import Wizard.

  2. Do one of the following:
    • To use the asset template, click Download Template.

      Note: The Condition, Funding Source, and Instructional Classification fields include drop-down values based on what is set up in Manage Custom Fields. Those values can also be seen on the Dropdown Values sheet. The Asset Type column shows all existing asset types at the time the template is downloaded.

      Import Assets template, Dropdown Values tab.

    • To upload your own Excel file:
      1. Click Choose File....
      2. Select your desired file.
      3. Click Open.

      Notes:

      • Asset, Asset Type, Building, and Space are required fields.
      • If you download the template, it will appear in your Downloads folder.
      • The asset template also includes the following optional fields: barcode, make, vendor, model, serial number, purchase order, asset cost depreciated value, salvage value, purchase date, installation date, warranty expiration date, retired date, replacement date, useful life in years, status, assigned to, sub type, description, condition, funding source, instructional classification, room/area, replacement cost, QR code, and three custom fields.
  3. Click Map Columns.
  4. Use the drop-downs to select the desired fields in the system you want to correspond to your spreadsheet fields.

    Import assets mapping page.

    Notes:

    • Column names from the Excel file appear on the left.
    • If the column name is an exact match, it automatically lists the system field.
    • If you map custom fields, select the Custom option.
    • When importing custom fields, the Asset Type must have the custom field listed under Additional Information. Custom fields for asset types are managed under Assets > Manage Asset Types.
  5. Click Preview.The Preview page appears.

    Import assets preview.

  6. Review the preview for accuracy.
  7. Select what you want to do:
    SituationThen...
    If import data contains an asset that already exists...

    Select either:

    • Update
    • Ignore
    If the existing asset has a value, and the import data is blank...

    Select either:

    • Keep existing value
    • Make field blank
    If an asset type or vendor doesn't exist...

    Select either:

    • Create
    • Ignore
    If asset barcodes should be auto-generated...Defaults to No. Select Yes. Barcodes are not overwritten, and duplicates are not created.
    If you are uploading assets that are assigned to users...

    Select the format for Assigned To:

    • First Name Last Name
    • Last Name, First Name
    • Email address
    • Username
  8. Click Import.

A confirmation message appears.

  • If there are no errors, your assets have been uploaded.

    Import wizard finish message with no errors.

  • If there are errors, do the following:

    Import wizard finish report showing errors.

    1. To view a list of errors, click Error Log.
    2. Correct the errors in the Excel file.
    3. Run the Import Wizard again.