Importing a file

Contents


AssetTrack has a file importing facility that can be used to load AssetTrack with asset or assignee data from a formatted plain text file. This facility can be used to initially load AssetTrack with data or bring in manually collected data so that it can be used in AssetTrack.

If regular imports are necessary to keep AssetTrack in sync with another system, the Import Service should be used instead.

How to import a file

To import a file into AssetTrack, follow these steps:

  1. Log in to AssetTrack Server with a user account that is a member of the Administrators group. The AssetTrack Server main menu appears. Click on Import File in the left hand navigation pane.

    Click on Import file in the navigation bar


  2. The Import file window appears. Click on Browse to bring up the file selection dialog.

    Click browse to bring up the file selection dialog


  3. Browse your computer and select a file to import. The file must follow either the asset file format specification or the assignee file format specification as defined below. Click Open to select the file.

    Select a file and click open


  4. Select the type of file that you are importing. If you are importing assets, select Assets. If you are importing assignees, select Assignees.

    Select what is in the file


  5. Select whether or not to clear the database before importing.
    Caution Caution

    If you select Yes to clear the database, the data in the file provided will replace all of the data in the database. For example, if the file contains assignees with locations, all assignees and locations will be deleted before importing the file. If the file contains assets, assignees, locations, and organizations, all assets, assignees, locations, and organizations will be deleted before importing the file.


    Select whether or not all items should be deleted before import


  6. Click Import file to upload the file to the server. If you have selected to clear the database, you will be asked to confirm that you wish to import the file.

    Click import file to upload the file for import


  7. Once uploaded, you will be presented with a message confirming the upload and the import will begin to execute on the server.

    You will get a message after the file has been uploaded


  8. Check the system log to see the status of the import.

    See the status in the system log


  9. If any errors occur during the import, it will be noted in the system log.

    Any errors will be detailed in the log


File formats

Asset file format

Sample asset file

An asset file to be imported into AssetTrack must be in tab-delimited format. The table below lists the columns will be imported into AssetTrack. Other than the Key, every column is optional.

Column name Description
Key This is the unique key that identifies the asset. This can be an asset tag, serial number, or some other unique value. Every entry must have a unique value for Key.
AssetTag The tag for the asset. There can be no duplicates in this column, but it can be empty for an asset.
SerialNumber The serial number for the asset.
MacAddress The MAC address for the asset.
PONumber The purchase order number for the asset.
Status The status of the asset.
ServiceStatus The service status of the asset.
Cost The cost of this asset in decimal format without any currency formatting or thousands separators.
LeaseEndDate The end date for the lease of this asset in MM/DD/YYYY format.
WarrantyEndDate The end date for the warranty of this asset in MM/DD/YYYY format.
AcquisitionDate The date this asset was acquired in MM/DD/YYYY format.
Description The description for this asset.
ProductName The make (also known as name) for the product of this asset. If there is no value for this field, then no product is assigned to the asset. If this column does not exist, no products are imported from the file.
ProductAssetTypeX X is the level number of the asset type. For example, if you have two levels of asset types, you will have a ProductAssetType1 column and a ProductAssetType2 column. If none of these columns exist, no asset types are imported from the file.
ProductManufacturer The name of the manufacturer for the product of the asset. If this column does not exist, no manufacturers are imported from the file.
AssigneeKey The key value for the assignee of the asset. If there is no value for this field, no assignee is assigned to this asset. If this column does not exist, no products are imported from the file.
AssigneeCode The code for the assignee of the asset.
AssigneeFirstName The first name of the assignee of the asset.
AssigneeLastName The last name of the assignee of the asset.
AssigneeEmailAddress The email address of the assignee of the asset.
AssigneePhoneNumber The phone number of the assignee of the asset.
LocationX X is the level number of the location. For example, if you have two levels of locations, you will have a Location1 column and a Location2 column. If none of these columns exist, no locations are imported from the file.
OrganizationX X is the level number of the organization. For example, if you have two levels of organizations, you will have an Organization1 column and an Organization2 column. If none of these columns exist, no organizations are imported from the file.
Vendor The name of the vendor for the asset. If this column does not exist, no vendors are imported from the file.
[CustomFieldName] Custom field values can be imported if the column name matches the name of the custom field exactly.

Assignee file format

Sample assignee file

An assignee file to be imported into AssetTrack must be in tab-delimited format. The table below lists the columns will be imported into AssetTrack. Other than the Key, every column is optional.

Column name Description
Key This is the unique key that identifies the asset. This can be an asset tag, serial number, or some other unique value. Every entry must have a unique value for Key.
Code The code for the assignee.
FirstName

The first name of the assignee.

LastName The last name of the assignee.
EmailAddress

The email address of the assignee.

PhoneNumber The phone number of the assignee.
LocationX X is the level number of the location. For example, if you have two levels of locations, you will have a Location1 column and a Location2 column. If none of these columns exist, no locations are imported from the file.
OrganizationX X is the level number of the organization. For example, if you have two levels of organizations, you will have an Organization1 column and an Organization2 column. If none of these columns exist, no organizations are imported from the file.