Import Employee Assets from an Excel File

This feature allows you to create or update Employee Assets in bulk by uploading a CSV or Excel file instead of adding or editing them individually, while applying the same business rules used when adding and editing them manually.

Before You Begin

• First, ensure that the Employees app is enabled through Apps Manager by navigating to Settings from the main menu.
• This feature requires both the Add Employee Assets and Edit Employee Assets permissions.

Steps

1. From the main menu, click Employees.
2. Select Employee Assets.
3. Click the Import icon (upload cloud icon) next to the Add Employee Asset button.
4. The Import Options screen opens and includes:
   • CSV / Excel File (Required): Click Choose File to upload your file.
   • Delimiters (Required): Select the type of delimiter used in the file from the drop-down list.
   • Enable Import First Row if the first row in your file contains actual data rather than column headers only.
   • Click Download Sample to download a ready-made template that shows the required column format, if needed.
5. Click Next Step.
6. After navigating to the Fields Mapping screen:
   • For each system field, select the corresponding column from your file using the drop-down list. Required fields (Name, Used By, and Physical Location) are marked with an asterisk (*) and must be mapped to complete the import; all other fields are optional.
   • Enable Update an existing records with new data if you want to update existing assets as well as create new assets within the same import process.
   • Enable Ignore errors while importing if you want to import valid rows and skip rows containing errors instead of stopping the entire process.
7. Click Import.

After processing is complete, you are taken to the Result screen, which displays the number of records imported successfully, the number of records updated successfully, and the number of records that failed to import, along with details of each error and the corresponding row number in the file.

How the System Works

• This import follows the same general import tool used by other features in the system (such as Attendance Log import); therefore, you must specify the file’s delimiters, as with any general CSV import process in the system.
• The only required fields that must be mapped are Name, Used By, and Physical Location. All other fields (Code, Asset Type, Serial Number, Barcode, Warranty Expiry Date, Storage, Employee, Assigned Date, Expected Return Date, Description, and Technical Specifications) are optional.
• When the Update an existing records with new data option is enabled, existing assets are updated and new assets are created within the same import process. Existing records are identified according to the following priority: Asset Code first, then Serial Number, then Barcode.
• The same rules for Employee Assets and Accounting Assets applied in the Add Employee Asset and Edit Employee Asset screens are also applied during the import process.
• All successful create and update operations are recorded in the Activity Log.
• The Result screen displays three separate counters: the number of records imported successfully, the number of records updated successfully, and the number of records that failed to import. Below these counters, a textual breakdown of each error is displayed, specifying the field name and row number in the file.

Validation Rules

• You cannot proceed to the next step without uploading a file and selecting the appropriate delimiters.
• The three required fields (Name, Used By, and Physical Location) must be mapped before completing the import.
• If an error exists in any field in a row (such as an invalid date, a non-existent referenced field, or an invalid selected value), that row appears among the records that failed to import, along with the field name, error type, and the specific row number.