Bulk Upload - Assets

The below article is relating to the bulk upload - Assets which can be found by going to Administration -> Company -> Bulk Upload.

The Assets Bulk Upload can be found within the Non Core Data section:

This bulk upload allows you to add Assets to the system.

When you load the page the most important parts relating to bulk upload are at the top of the page:

 

Employee Field - This field is used to identify which employee you are assigning an asset to, using this field dictates how the employee is identified, via name, works ID or system ID. We recommending always using either Works ID or System ID as these are unique numbers whereas a name is not necessarily unique.

Auto append duplicate serial numbers/asset tags - ticking this box will cause all serial numbers/asset tags which are duplicates to increase rather than remaining as duplicates, if 2 assets are uploaded with a serial number of 1, then the second of the 2 assets with have their serial number appended to 2 etc.

Create missing asset types - If an asset type is entered in the upload but it is not present on the system yet then a new type will be created with the same name.

CSV file to upload

This is where you will load your CSV when it is ready to upload. Press browse and select the CSV file.

Download help file and instructions

This option will download our bulk upload help file. This includes instructions on how to use each bulk upload and lets you know which columns are mandatory and which are optional, it's important to look at the relevant help file before performing a bulk upload so you can get it right the first time.

Download CSV Model

The second option downloads an example template for you to use for the bulk upload with all the headers needed for the bulk upload to be successful.

 

Editing your CSV

When you download your sample CSV file it will look like this:

Asset Type: The type of asset being uploaded e.g. a laptop. Must contain an existing asset type exactly as it appears in the system (if it doesn't and you have 'create missing asset types' ticked a new asset type will be added, otherwise the upload will error). This field is Mandatory and Case Sensitive.

Asset Name: The name of the asset being uploaded, this field can contain letters and numbers. The field is Mandatory.

Asset Tag:  a tag or ID number for the asset. This field can contain numbers and/or letters. This field is Optional.

Asset Serial Number: A unique serial number for this asset. This field can contain numbers and/or letters. This field is Optional.

Asset Warranty Expiry: The date on which this asset's warranty expires. Should be entered in dd/mm/yyyy format. This field is Optional.

Asset Supplier: The name of the supplier of this asset. Can contain numbers and/or letters. This field is Optional.

Asset Purchase Price: The price this asset was purchased for. Should be entered as a numeric value e.g. 500. This field is Optional.

Asset PO Number: the purchase order number for this asset. Can contain letters and/or numbers. This field is Optional.

Asset Location: The current location of this asset. Can contain letters and/or numbers. This field is Optional.

Asset Owner: The current owner of this asset. Can contain the name of an existing employee exactly as it appears in the system or “Company” if the asset is company-owned. This field is Case Sensitive and Optional.

Asset Loss Risk: The risk of losing this asset. Can contain letters and/or numbers. This field is Optional.

Asset Loss Impact: The impact of losing this asset. Can contain letters and/or numbers. This field is Optional.

Asset Loss Probability: The probability score of losing this asset. Can contain letters and/or numbers. This field is Optional.

Asset Status: The current status of this asset. can contain 'Current' or 'Retired'. This field is Optional.

Asset Assigned To: If assigned to an employee, the name of the employee who is currently using this asset. Must contain the name of an existing employee exactly as it appears in the system. This field is Optional.

Asset Assigned Date: The date on which this asset was assigned to the employee. Should be entered in dd/mm/yyyy. This field is Mandatory.

Asset Assigned Comments: Any general comments associated to this asset being assigned to the employee. can contain letters and/or numbers. This field is Optional.