How to Bulk Upload New Assets

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How to Bulk Upload New Assets

Assets can be imported into AssetGuard Pro in bulk. A user must be set as an administrator to have access to this function. First, navigate to the Admin section of the system using either the top menu bar or the home screen.

 

 

Next, click on Advanced Import.

 

 

On this screen there is a link to download the Advanced Import Template. Click the link and download the template.

 

The template is a csv file. It can be opened with Microsoft Excel, Open Office, or any other program capable of editing csv files. It is important to note that you cannot add, edit, or remove any of the information in line #1. Do not change the order of the columns or remove any columns. Any changes to the structure of the template will cause the import to fail.

Line #2 of the template is intended to provide more descriptive information about the type of data being requested for that column. This line should also be left intact and not removed or edited.

Line #3 offers a sample asset setup to show what the expected data entries should look like. This line should be removed prior to import, otherwise the sample asset will be imported into your system.

 

 

The following is a breakdown of each column including whether is it required or optional.

Column Required Description
id_type Yes This ID matches the barcode on the asset
reg_date No Ex: Barcode label, handwritten tag, etc.
asset_type No Asset Category: copy and paste a category that already exists in your system or enter new one
manufacturer No Manufacturer: copy and paste a manufacturer that already exists in your system or enter new one
model No Model number of the asset
item_description No Description of the asset
product_serial_no No Asset serial number
other_id No Additional ID number
other_id_type No Additional ID: copy and paste additional ID type that already exists in your system or enter new one
notes No Notes about the asset
asset_user No Name of the asset user
department No Copy and paste a department that already exists in your system or enter new one. Ex, IT, facilities, etc.
responsibility No Department head for the selected department
site No Copy and paste a site that already exists in your system or enter new one
loaned_to No If loaned, enter name of person loaned to
date_of_pat_test No Date of the last PAT test
tested_by No Name of the PAT tester
date_of_next_test No Next test date
asset_value No Asset initial value
audit_date No Asset audit date
audit_note No Audit notes
missing No Asset missing? Enter Yes or No
Status Yes Enter In Use or Disposed
disposal_date No If disposed, enter disposal date
disposal_note No If disposed, enter disposal notes
AssetUDF1 No Optional, if using UDF fields
AssetUDF2 No Optional, if using UDF fields
AssetUDF3 No Optional, if using UDF fields
AssetUDF4 No Optional, if using UDF fields
AssetUDF5 No Optional, if using UDF fields
Loan_date No If loaned, enter loan date
Audited_by No Copy & paste a username that already exists to link to that user, or enter a new one

 

You may enter as many assets as needed to the spreadsheet. Each line on the spreadsheet represents a new asset. Once the spreadsheet is complete save it as a csv file and then navigate back to the Advanced Import area of the Admin section. Click on Choose File, find the file on your hard drive, then select it. Next click Import. This will begin the import process.

 

The import timing can range from a few seconds to several minutes depending upon how many assets are included on the import sheet. Do not refresh or leave the page until the import has finished processing. When finished, a success or error message will be displayed at the top of the screen. Click on View Log to view the processing log and see how many assets were created successfully and also to see the cause of any errors.

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