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How to Import Assets from a Spreadsheet

xAssets IT Asset Management User Guide
How To

How to Import Assets from a Spreadsheet

Importing assets from a spreadsheet is the fastest way to load a large number of asset records into xAssets. This is commonly used during initial setup, when migrating from another system, or when receiving a batch of new equipment with data provided in a spreadsheet.

Prerequisites

  • You must have administrator or configuration-level access to run import transformations.
  • Your data must be in a supported format (Excel .xlsx, or CSV).
  • You should know which asset category the imported records belong to.

Method 1: Standard Import

The Standard Import is the simplest method. It uses a predefined template that maps spreadsheet columns directly to xAssets fields.

  1. Navigate to Admin > Transformations > Run a Standard Import.

  2. Download the Standard Import template by clicking the template link on the import screen. This gives you a blank spreadsheet with the correct column headers.

  3. Fill in the template with your asset data. Each row represents one asset. Common columns include:

    • Category -- the asset category name (must match an existing category in xAssets)
    • Description -- a short description of the asset
    • Status -- the current status (e.g., In Service)
    • Location -- the location name (must match an existing location)
    • Serial Number -- the manufacturer's serial number
    • Custodian -- the custodian name or ID

  4. Save your completed spreadsheet.

  5. Return to the Standard Import screen and upload your file using the file upload control.

  6. Click Import (or Queue) to start the import process. The import runs as a batch job.

  7. Check the results by navigating to Admin > Batch > Batch Jobs to see whether the import completed successfully. Review any validation errors reported in the batch job output.

  8. Navigate to an asset query (e.g., Asset List) to verify that the imported records appear correctly.

Method 2: Custom Import Transformation

For data that does not match the Standard Import template (e.g., exports from another asset management system, procurement data, or spreadsheets with non-standard column names), create a custom import transformation.

  1. Navigate to Admin > Transformations and create a new transformation.

  2. Set the Data Source to the file type you are importing (Excel, CSV, etc.).

  3. Use the Source to Destination Data Mapping tab to map each column in your spreadsheet to the corresponding xAssets field.

  4. Save the transformation and run it against your file.

See the Configuration Guide -- Transformations for detailed instructions on creating custom import transformations.

Tips

  • Always import into a test or staging environment first to validate your data before importing into production.
  • Reference data (locations, departments, cost centres, custodians) must exist in xAssets before importing assets that reference them. Import or create reference data first.
  • If your spreadsheet contains thousands of rows, the import may take several minutes. Monitor progress via the Batch Jobs screen.
  • After a large import, use Bulk Update to correct any fields that need adjustment across all imported records.