Asset Imports

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Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

This article provides detailed information about importing assets into MaintainX from a CSV or Microsoft Excel (XLS, XLSX) file using the built-in importer.

It covers:

• Asset fields you can import.
• Asset-specific import considerations.
• Troubleshooting file import and data errors.

For step-by-step instructions for importing data into MaintainX, see Import Data Into MaintainX.

Asset Fields You Can Import

Column in File	Field in MaintainX	Description
Asset	Asset Name	The name of the asset. It can be up to 255 characters long. MaintainX can't import an asset if this cell is blank.
Parent Asset	Parent Asset	If 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.
Description	Description	A short description of the asset. It can be up to 4096 characters long (approximately 500 to 700 words). Make sure to include all the relevant details for the asset.
Asset Type	Asset Types	A 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.
Model	Model	The model name or model number of the asset.
Serial Number / VIN Number	Serial Number	The vehicle identification number (VIN) or serial number of the asset.
Bar code	QR Code Barcode	Barcode 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. To have MaintainX generate a barcode when you import the file, enter the word generate in this cell.
Location	Location	The 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 Teams	Teams in charge	The 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.
Criticality	Criticality	How important the asset is in your organization. The only Criticality values you can import are: Normal Important Critical
Vendor	Vendor	The vendor associated with the asset. If you enter the exact name of an existing vendor in this cell, MaintainX associates the imported asset with that vendor. If you enter the name of a vendor that doesn't exist in your MaintainX organization, MaintainX creates the vendor when it imports the assets, and associates the asset with the new vendor.

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:

Asset	Parent Asset	Description	Asset Type	Model	Serial Number / VIN Number	Bar code	Location	Responsible Teams
Milling Machine
Cooling System	Milling Machine
Pump	Cooling System
Tank	Cooling 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.

Default Settings for Imported Assets

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.

Troubleshoot Asset Imports

Asset Import Errors: File Upload

If MaintainX can't import your file, it displays an error message. The following table explains the errors you might encounter, and suggests possible fixes.

Error	Description	Fix
Barcode is already used in the organization by another entity	An asset in the import file has a barcode that an existing asset in your organization already uses.	Change the barcode for the asset in the import file.
Multiple Parents with that name, see rows: <NUMBER>	The import file has a duplicate asset (same name), and one or more assets in the file have that asset in their Parent Asset field.	Do one of the following: Change the name of one of the duplicate assets in the import file. Delete one of the duplicate rows from the import file.
Depth exceeded: depth of <NUMBER> exceeds organization max depth of <NUMBER>	The import file would create an asset hierarchy that has more levels than your organization supports.	Do one of the following: Update the import file so it creates a hierarchy with a number of levels that your organization supports. To change the asset hierarchy, edit the Parent Asset field (see Importing Asset Hierarchies). Update your organization settings to support more hierarchy levels. For more information about viewing and changing the asset hierarchy depth, see Change the Number of Hierarchy Levels.
Assets import has <NUMBER> rows but you can only import 1000 rows or less	The import file has more rows than the importer supports.	Split the import file into two or more smaller files, and import those.
Nothing to Import	None of the rows in the import file are valid. For example, you might have an invalid Criticality in every row.	Correct the errors and reimport the file. For more information about the format and column names MaintainX expects, see Fields You Can Import.

Handling Other Upload Errors

Depending on your MaintainX organization setup, you might encounter other upload errors not listed in this section. In that case, contact MaintainX Support.

Asset Import Errors: Rows and Cells

MaintainX ignores rows that it can't import, and displays error messages for those rows in the upload summary. You can't fix import errors from the upload summary screen. Instead, you can do one of the following:

• Fix the errors in the import file, and reimport it.
• Copy the lines with errors into a new import file, fix the errors, and import the new file.

The following table explains the errors you might encounter, and suggests possible fixes.

Error	Description	Fix
Asset name is required	The Name column, or equivalent, for this row is blank.	Add a name for the asset and reimport it.
Asset cannot be its own parent	The Name column and Parent Asset column, or equivalents, for this have the same value.	Specify the correct parent asset or name, and reimport the asset.
Asset already exists	An asset with the same name that appears in the Name column, or equivalent, already exists in your organization.	Verify whether the asset is actually a duplicate. If it isn't, give it a different name and reimport it.
Criticality value is invalid	If the import file has a Criticality column, the value for this row can't be imported. The only Criticality values you can import are: Normal Important Critical	Change the Criticality to one of the allowed values, and reimport the asset.
Invalid value	The column value for this row doesn't match any of the possible values for the field in your organization. This can happen when the column is matched to a dropdown type custom field in your organization, but the column value does not match any of the dropdown values.	Change the value to an accepted value for the field in MaintainX and reimport the asset.