This guide explains, in a clear and simple way, how to create assets using the Excel template via the importer — including how to validate and fix errors before completing the process. Use this process when you need to create multiple assets at once (e.g. new air conditioning units) using an Excel file. By following these steps, you can quickly and safely create multiple assets in bulk, validating the file before completing the process.

Requirements


1. Access to the Data Import module.


2. Knowledge of the location codes and maintenance policies to be applied.

Access the importer and download the template


1. Go to the Import Data area.


2. Click Import Data and select Equipment.


3. Click on Download Template and download the Excel file. The template shows which fields are mandatory and which are optional, and includes helpful examples.

Fill in the mandatory fields


Each row in the Excel file represents an asset. You must complete at least:

  • Maintenance Code (full code)
  • Location Code
  • Policy Name (e.g. Normal)


Common optional fields:

  • Asset Code (e.g. SPLIT‑15)
  • NFC (can be left blank if not used)
  • Model, Serial Number, Notes, Year, etc

Example: To create several air conditioning units in a specific location, fill in the three mandatory fields and optionally define the Asset Code as SPLIT‑15.

(Optional) Add characteristics


 If you already have a list of characteristics (e.g. from an export), copy the ones you need. Paste them into the Characteristic and Value columns in the template.


Tip: Make sure the characteristic names match exactly what’s used in the system.


Best practices:

  • Do not rename or reorder columns
  • Avoid adding or removing columns
  • Keep date and number formats as per the original file
  • When in doubt, start by testing 1–2 rows only

 Upload and validate


1. Back in the Import Data module, click Upload File.


2. Select the completed Excel file.


3. The system will run a validation and show:

  • What’s incorrect (e.g. invalid location)
  • The row where the error occurred
  • The worksheet/tab where the issue is


4. Fix the Excel file based on the error messages.


5. Save and re-upload the corrected file.


You can test the validation by intentionally inserting an error (e.g. invalid location or empty required fields).


Create the assets


1. Once the validation passes, click Create.


2. Wait for the confirmation that the process has been completed successfully.

Confirm in the Asset catalog


1. Go to the Assets section.


2. Use filters like location or asset code to confirm the new entries have been created correctly.

Common errors and how to fix them


1. Invalid location: Check the location code.


2. Missing policy: Make sure the policy name exists (e.g. Normal).


3. Empty mandatory fields: Ensure Maintenance Code, Location and Policy are filled in.


4. Unknown characteristic: Adjust the name to match the system.