Create CSV for Asset Import

Transcription

1 Create CSV for Asset Import Assets are tangible items, equipment, or systems that have a physical presence, such as compressors, boilers, refrigeration units, transformers, trucks, cranes, etc. that are maintained and serviced by you but owned by your customers. This document explains the rules for asset import fields and the steps to import assets using an Assets CSV Template. Importing asset data, customer, location, and contact in bulk will reduce costs by spending less time entering data. A comma separated values file (CSV) is a common, relatively simple file format that is widely supported by consumer and business applications. Among its most common uses is moving list data between programs. For example, you may need to transfer asset data from another program that stores data in a proprietary format. The program most likely can export its data as CSV or an excel report that can be saved as a CSV; the exported CSV file can then be copied and pasted for import into your account using the import Asset CSV Template. It is recommended to enter Customers imports first, Assets imports second and the Job History/Quotes/Jobs imports third. If these imports are attempted in any other order, there will be errors during the importing process. Tasks, Items and Suppliers can be imported in any sequence without issues. Contacts, Locations and Users can only be used to update a record. You cannot create a new record with these imports. This action requires View Import Export enabled in either Role or User Roles & Rights security settings. Add Assets Using Import Assets Template Asset import can be used to either create new assets or update existing ones. It provides users the ability to add additional detail to the asset record such as when introducing a new custom field. This import requires that the customer already exists in your FieldAware account so you will need to know each customer ID. The CSV contains cells that are mapped to the entry fields for the asset. Each row contains fields for a single asset. For multiple assets with the same name, create multiple rows with a unique serial number for each. Settings IMPORT/EXPORT sub tab Import Assets Custom FieldAware Import Assets CSV

2 A Microsoft Excel CSV will download to your computer when you select Download Our Asset CSV Template. A CSV is a comma separated values file that does not contain any formatting or formulas so as you enter information into the CSV do not add any special formatting, macro operations or unique formulas. If using a copy and paste method to populate the template, use the Paste Special dialog. Sample.csv for Asset Import Row 1 is a Header Row needed for the import. Do not change the Header or change the order of the columns. Enter your asset information in the following cells: Cell Conditions Import Rule A1 to Z1 Header Cell Do Not Alter Do Not Alter A2 - Required Mandatory alphanumeric text field Asset name cannot be updated with an import. All changes are completed through the Web App B2 - Description of 4000 characters field is used to identify the asset and must be present Error if there is a line without a name Does not need to be unique Description field can be blank It will update the asset record if present C2 Make Make field can be blank. D2 Model Model field can be blank. 2 Page 10/01/16 Updated

3 Cell Conditions Import Rule E2 Serial Number F2 - Manufacturer G2 Manufacturer Guidelines H2 Maintenance Notes I2 Customer ID J2 Customer K2 Use Lat/Long L2 Location of 4000 characters of 4096 characters Required Automatically assigned by FieldAware Go to Setting Import / Export Export Customers to download a CSV of your customer list. Copy and paste Customer ID from CSV file Required Match Customer Not updatable on import Enter one from the following: Y Yes N No If set as use Lat/Long (K2 is Yes), is Required and is then a mandatory alphanumeric text field Serial Number field can be blank. Unique serial number must exist for accounts with multiple assets with the same name. Manufacturer field can be blank Manufacturer Guidelines field can be blank Maintenance Notes field can be blank Customer ID field must match an existing record System generated unique Identifier on existing customer records Customer must match a valid customer that is in your account Validation Error if customer is not found Use Lat/Long field can be blank. If blank, default is set to No. Case does not matter. Location field can be blank if set as do not use Lat/Long (K2 is No) M2- Street N2 - City If location name (L2) contains a value, but the remaining address fields street, city, state, zip, country (M2 to Q2) are blank, then the address is not created If set as do not use Lat/Long (K2 is No), street name is Required and is then a mandatory alphanumeric text field for new locations If set as do not use Lat/Long (K2 is No), city is Required and is then a Street field can be blank if set as use Lat/Long (K2 is Yes) City field can be blank if set as use Lat/Long (K2 is Yes) 3 Page 10/01/16 Updated

4 Cell Conditions Import Rule mandatory alphanumeric text field for new locations O2 - State P2- Zip Q2 - Country R2- Latitude Numeric decimal field if value is given number must be between -90 and 90. If set as use lat/long (K2 is Yes), a value must be in all three fields: Location (L2), Latitude (R2) and Longitude (S2). S2- Longitude T2 Tax U2 Tax Group Numeric decimal field if value is given number must be between -180 and 180. If set as use lat/long (K2 is Yes), a value must be in all three fields: Location (L2), Latitude (R2) and Longitude (S2). Value must be in Tax and Tax Group. If value is given in Tax (T2), value must also be in Tax Group (U2). Value must be in Tax and Tax Group. If value is given in Tax (T2), value must also be in Tax Group (U2). V2 Area is 256 characters W2 Contact Required Mandatory alphanumeric text field for new contacts State can be blank if set as use Lat/Long (K2 is Yes) Zip can be blank if set as use Lat/Long (K2 is Yes) Country can be blank if set as use Lat/Long (K2 is Yes) Latitude field can be blank. If set as do not use lat/long (K2 is No), field must be blank and value must be in Street (M2) and City (N2) Longitude field can be blank. If set as do not use lat/long (K2 is No), field must be blank and value must be in Street (M2) and City (N2) Tax field must match Tax in settings COMPANY Tax Settings Validation Error if no match Tax Group field must match Tax Group in settings COMPANY Tax Settings. Validation Error if no match Area field can be blank Contact field must exactly match with Surname (Last name), Phone and to contact on the customer record 4 Page 10/01/16 Updated

5 Cell Conditions Import Rule X2 Contact Surname Y2 Contact Phone Z2 - Contact AA2 (optional) [ of Custom Field] If Contact, Surname (Last name), Phone, and are an identical match to another contact in customer record, then contact will be contact will be created. If Contact, Surname (Last name), Phone, and are an identical match to another contact in customer record, then contact will be contact will be created. If Contact, Surname (Last name), Phone, and are an identical match to another contact in customer record, then contact will be contact will be created. If Contact, Surname (Last name), Phone, and are an identical match to another contact in customer record, then contact will be contact will be created. [ of Custom Field] is header The custom field must not have the same name as one of the other fields on the import. Not all existing custom fields are required to appear in the CSV header. Note: A new contact will be created if, Surname (Last name), Phone, and are not an identical match to another contact in customer record. Contact Surname field must exactly match with, Phone and to contact on the customer record Note: A new contact will be created if, Surname (Lastname), Phone, and are not an identical match to another contact in customer record. Contact Phone field must exactly match with, Surname (Last name), and to contact on the customer record Note: A new contact will be created if, Surname (Last name), Phone, and are not an identical match to another contact in customer record. Contact field must exactly match with, Surname (Last name), and Phone to contact on the customer record Note: A new contact will be created if, Surname (Last name), Phone, and are not an identical match to another contact in customer record. of Custom Field] Custom Field must exist in settings CUSTOM FIELDS Assets If Custom Field is blank and default is set, default is used. Continue entering in information in each row, column A to AA. Once you have populated the CSV with your asset information you are ready for import. Import CSV Template Steps Step 1. Step 2. Save and close the file as a CSV in an easy to find location such as your desktop. settings IMPORT / EXPORT sub tab Custom FieldAware Import Assets CSV 5 Page 10/01/16 Updated

6 Step 3. Step 4. Step 5. Select Choose File to choose the saved CSV file. Click UPLOAD. Preview your information. Step 6. Step 7. Click OK. A status bar will indicate progress. 6 Page 10/01/16 Updated

7 Tips and Techniques Consider the following tips and techniques when you create new assets using a CSV import. A comma separated values file (CSV) is a common, relatively simple file format that is widely supported by consumer and business applications. Among its most common uses is moving list data between programs. For example, you may need to transfer asset data from another program that stores data in a proprietary format. The program most likely can export its data as CSV or an excel report that can be saved as a CSV; the exported CSV file can then be copied and pasted for import into your account using the import Asset CSV Template. Quickly find your system-generated customer ID by exporting the customer file. Open the exported file to view the customer ID column. Each row contains fields for a single asset. For multiple assets with the same name, create multiple rows with a unique serial number for each. Examine the size of the file you plan to import. The recommended file size for import is from 5 to 8 K. This will equate to 5,000 to 8,000 rows of information within the csv. Import at a time that is outside your normal working hours to minimize impact to the users and to avoid disruption to your business. 7 Page 10/01/16 Updated

8 Summary Activity Importing asset data, locations and contacts in bulk will reduce costs by spending less time entering data, eliminate data entry errors, speed the process for large amounts of data and control how and what data is imported. Asset import can be used to either create new assets or update existing ones. Activity 1: Import assets using the CSV Import Template Step 1. Access the settings area Step 2. Click the Import/Export tab Step 3. Click Custom FieldAware Import Assets CSV Step 4. Click Download Our Asset CSV Template Step 5. Click to open the CSV file that was downloaded Step 6. Fill in the necessary information needed to import. Try to enter in at least 10 to 25 assets for this initial practice import. Step 7. Click SAVE Step 8. In the Import/Export section, click choose file Step 9. Choose the file you created Step 10. Click Upload 8 Page 10/01/16 Updated