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Asset Imports

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This article explains how to import asset data into MaintainX from a CSV or Microsoft Excel (XLS, XLSX) file using the built-in asset importer.

Asset Import Workflow Overview​

The asset import process follows these steps:

  1. Create a file to import: You can use a custom file, or the MaintainX asset import template (recommended).
  2. Upload the file: MaintainX processes the data and gives you a summary of what it can import.
  3. Troubleshoot (if needed): If MaintainX can't import your data, or the import summary isn't what you expect, you can modify and re-upload the file.
  4. Import your assets: If the import summary looks good, import the data to bring the assets into your organization.

Create a File to Import​

This section explains how to create an asset file to import, and details the file requirements.

note

An asset file can't have more than 500 rows. If your file has more than 500 rows, split it into smaller files before importing.

Supported File Formats​

You can upload files in any of the following formats:

  • .csv
  • .xls or .xlsx (Microsoft Excel)

Use the MaintainX Asset Import Template​

The import process works best if you use the MaintainX asset import template. The template includes all the supported fields (see Fields You Can Import) and is designed to work with the importer.

To download the asset import template:

  1. From the sidebar, open the Settings menu and select General.

  2. On the General tab, navigate to the Import Data section and select Assets.

    The Asset Import Session screen opens.

  3. Select Download Template.

The asset import template downloads directly to your computer.

Create a Custom File to Import​

If you don't use the MaintainX template to import your asset data, you can import from a custom file. For example, an export from an enterprise resource planning (ERP) or enterprise asset management (EAM) system. In that case the importer will try to match the data in your file to the data MaintainX needs to create the assets.

Before importing, carefully review the fields you can import, and make sure the column names for the data in your custom file match the column names that MaintainX expects.

Fields You Can Import​

Column in FileField in MaintainXDescription
AssetAsset NameThe name of the asset. It can be up to 255 characters long.

MaintainX can't import an asset if this cell is blank.
Parent AssetParent AssetIf you're importing a multi-level asset hierarchy, this is the immediate parent asset of the asset defined in the row.

When MaintainX imports the assets, it builds the full hierarchy based on these relationships. For details, see Importing Asset Hierarchies.

If you enter the exact name of an existing asset in this cell, MaintainX makes the imported asset a sub-asset of that asset.
DescriptionDescriptionA short description of the asset. It can be up to 4096 characters long (roughly 500 to 700 words).

Make sure to include all the relevant details for the asset.
Asset TypeAsset TypesA text field to label the assets into types. This field can be used for filtering and reporting.

Although an asset in MaintainX can have more than one asset type, your import file can only have one per asset.

If you enter the exact name of an existing asset type in this cell, MaintainX adds that asset type to the new asset's Asset Types field.

If you enter the name of an asset type that doesn't exist in your MaintainX organization, MaintainX creates the asset type when it imports the assets, and adds it to the new asset's Asset Types field.
ModelModelThe model name or model number of the asset.
Serial Number / VIN NumberSerial NumberThe vehicle identification number (VIN) or serial number of the asset.
Bar codeQR Code BarcodeBarcode or QR Code used to identify the asset.

To import it, enter the alphanumeric code in this cell. This appears as a QR code in the MaintainX application.
LocationLocationThe location associated with the asset in your MaintainX organization.

If you enter the exact name of an existing location in this cell, MaintainX associates the imported asset with that location.

If you enter the name of a location that doesn't exist in your MaintainX organization, MaintainX creates the location when it imports the assets, and associates the asset with the new location.
Responsible TeamsTeams in chargeThe teams responsible for maintaining the asset.

Although an asset in MaintainX can be associated with more than one team, your import file can only have one team per asset. If you enter the exact name of an existing team in this cell, MaintainX associates the imported asset with that team.

If you enter the name of a team that doesn't exist in your MaintainX organization, MaintainX creates the team when it imports the assets, and associates the asset with the new team.

Importing Asset Hierarchies​

If your plan includes asset hierarchies, you can include hierarchical relationships in your import.

To import the hierarchy, each asset in your import file should specify its immediate parent in the Parent Asset column.

Let's say you want to import this asset hierarchy:

Your import file should look like this:

AssetParent AssetDescriptionAsset TypeModelSerial Number / VIN NumberBar codeLocationResponsible Teams
Milling Machine
Cooling SystemMilling Machine
PumpCooling System
TankCooling System

Note that in the example above, Milling Machine doesn't have a parent asset because it's the root asset of the hierarchy.

The number of hierarchy levels you can import depends on the Asset Hierarchy Levels setting in your organization settings, and the maximum asset hierarchy depth allowed for your organization. For details, see Change the Number of Hierarchy Levels.

Upload an Asset Data File​

Upload asset data files from the General settings in the MaintainX web application.

Uploading from the Setup Center

If your MaintainX organization was set up recently, you'll also see a step to upload asset data in the Setup Center, which you can access from the sidebar.

To upload an asset data file:

  1. From the sidebar, open the Settings menu and select General.

  2. On the General tab, navigate to the Import Data section and select Assets.

    The Asset Import Session screen opens.

  3. Do one of the following:

    • Select Upload new file.
    • Drag a file from your computer onto the import screen to upload it.

  4. When the upload succeeds, the upload summary screen opens.

The summary screen tells you how many assets and locations MaintainX detected in the file you uploaded, and can import. It also lists the importable assets in a table.

The column headers in the asset table show you which columns in the uploaded file map to fields in MaintainX. If the importer couldn't match a field, NO MATCH appears in the column header next to the column name.

Troubleshoot Asset File Upload Issues​

Sometimes an asset data upload fails, or produces unexpected results. When that happens you can update the file and re-upload it.

This section provides some troubleshooting tips for asset data files.

Failed Uploads​

Make sure that the asset data file:

  • Is in a supported format (see Supported File Formats).
  • Includes all required data. For asset data, the only required field is the Name field.
  • Is 500 rows or fewer. If your file has more than 500 rows, split it into smaller files before importing.

Unexpected Upload Results​

If you upload an asset data file and the results aren't what you expect (e.g., no match for a column that you expected to match), make sure that:

  • The column names for the data you want to import match the names MaintainX expects.
  • The data for each asset is in the correct format.

For more information about the format and column names MaintainX expects, (see Fields You Can Import).

Import Assets​

When you're satisfied with the results of the asset data upload, you can import the assets to create them in your MaintainX organization.

When you import an asset:

  • The asset Status is set to Available by default.
  • The asset history shows that the asset was created by the user who imported the asset data.

To import assets:

  1. On the asset upload summary screen, select Import Items.

    A confirmation dialog appears.

  2. Select Create Now to start the import.

MaintainX does the following:

  • Displays the newly created assets in the Assets module Table view.
  • Creates an entry for the import on the Asset Import Session screen.

Undo an Asset Import Session​

You can undo an asset import session to delete all the assets that the session created. If the session also created entities or data that can be linked to other entities, MaintainX "soft" deletes them. For details see How MaintainX Soft Deletes Assets

To undo an asset import session:

  1. From the sidebar, open the Settings menu and select General.

  2. On the General tab, navigate to the Import Data section and select Assets.

    The Asset Import Session screen opens.

  3. In the import session table, locate the row for the session you want to undo.

  4. In the session row, select Undo import.

    A confirmation dialog appears.

  5. Select Yes, Remove Assets to delete all of the assets that were created in the import session.

How MaintainX Soft Deletes Assets​

When you undo an asset import session, MaintainX "soft" deletes any entities or data that were created during the import. Soft deletion means you can still see the entities or data if they're already associated with other entities in your organization. But you can't select them from any lists to create new associations. They only exist to maintain associations you made before you deleted the import session. If the association ends, the MaintainX removes the entity or data completely.

Soft deletion applies to the following entities and data that you create during an asset import session:

  • Entities:

    • Assets

      Example: Undoing an asset import session deletes assets

      Let's say you do the following:

      1. Import two new assets, called Forklift 1 and Forklift 2.
      2. Create Drum Grabber 1 from the Assets module.
      3. Make Drum Grabber 1 a sub-asset of Forklift 2.
      4. Undo the import session, which deletes Forklift 1 and Forklift 2.

      You can still see Forklift 2 when you view or edit Drum Grabber 1's details, but it doesn't appear anywhere else. For example, you can't make it the parent asset of any other asset.

      If you assign Drum Grabber 1 to a different parent asset later, Forklift 2 won't be visible in your organization at all.

    • Locations

      Example: Undoing an asset import session deletes a location

      Let's say you do the following:

      1. Import two new assets, called Forklift 1 and Forklift 2. The import session also creates a new location, called Garage 1.
      2. Create Forklift 3 from the Assets module, and associate it with Garage 1.
      3. Undo the import session, which deletes Forklift 1, Forklift 2, and Garage 1.

      You can still see Garage 1 when you view or edit Forklift 3's details, but it doesn't appear anywhere else. For example, you can't choose it from the Location list to associate it with another asset.

      If you associate Forklift 3 with a different location later, Garage 1 won't be visible in your organization at all.

    • Team

      Example: Undoing an asset import session deletes a team

      Let's say you do the following:

      1. Import two new assets, called Forklift 1 and Forklift 2 with Forklift Maintenance Crew in the Responsible Teams field.
      2. The import session also creates a new team, called Forklift Maintenance Crew.
      3. Create a recurring work order assigned to Forklift Maintenance Crew.
      4. Undo the import session, which deletes Forklift 1, Forklift 2, and Forklift Maintenance Crew.

      You can still see Forklift Maintenance Crew as the assigned team when you view or edit the work order, but it doesn't appear anywhere else. For example, you can't assign other work orders to that team, or assign the team to any assets.

      If you remove Forklift Maintenance Crew from the work order and assign a different team, Forklift Maintenance Crew won't be visible in your organization at all.

  • Data:

    • Asset Type

      Example: Undoing an asset import session deletes an asset type

      Let's say you do the following:

      1. Import two new assets, called Forklift 1 and Forklift 2 with New Asset Type in the Asset Type field. The import session also creates a new asset type, called New Asset Type.
      2. Create Forklift 3 from the Assets module, and add New Asset Type to its Asset Types.
      3. Undo the import session, which deletes Forklift 1, Forklift 2, and New Asset Type.

      You can still see New Asset Type when you view or edit Forklift 3's details, but it doesn't appear anywhere else. You can't add New Asset Type to another asset's Asset Types.

      If you remove New Asset Type from Forklift 3s Asset Types, New Asset Type won't be visible in your organization at all.

Other Ways to Import Assets​

You can also have MaintainX import your assets into your organization. To get started, fill out the asset import template CSV file and send it to MaintainX Customer Support.