How to import data in eQuip.

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Importing Data In eQuip

To import data into the system, you will first need to access the Data Importer

Go to TOOLS>Data Import

- Note: The first time a user accesses the Data Importer, it may be blocked by the pop-up blocker

Importing Sites

Choose Sites

Entering new sites manually:

Choose Add New Site

Enter Site Name

Enter the Site Code (An abbreviation of the site name *Required*)

Enter the Site Description (optional)

The red arrows in the upper left-hand corner of each field indicate that you have not saved the changes that you made

- Choose Save Changes

The new site is now saved in eQuip

It is also possible to import sites in bulk

Choose Advanced Importer/Exporter

- Choose Export

- A template will download to your Downloads folder

- - Choose the link in the lower left-hand corner of the window

Populate the cells that are highlighted below in the template

- SiteID (leave blank)
- Site Name (required)
- Site Code (required)

- Site Description (optional)
- Save the template and close it

Choose Select File

- Locate the file in your Downloads folder

- Choose Open

- Choose Import

You will receive a success message

- The new sites now exist in eQuip

Importing Locations

Choose Locations

Choose Add New Location

Choose the site that you are creating the location under from the dropdown

- Enter values for the following fields:

- - Location Category (required/choose a value from the dropdown list)
  - Location Name (required/manually)
  - Location Barcode (required/generates automatically)

- - Location Description (optional/enter manually)

- Choose the check mark to save the location information

- - The location is now saved in eQuip

It is also possible to import locations in bulk

Choose Advanced Importer/Exporter

Choose Export

A template will download to your Downloads folder

- Choose the link in the lower left-hand corner of the window

Populate the cells that are highlighted below in the template

- Site (required)
- Location Category (required)
- Location Name (required)
- Description (optional)
- Save and close the template

Choose Select Files
Locate the import template in your Downloads folder

- Choose Open
Choose Import

- You will receive a success message

The locations now exist in eQuip

Importing Sublocations

Choose the Site that you want to create the Sub Location under
Choose the Location that you want to create the Sub Location under

Chose Add New Sub Location

Enter a name for the Sub Location

- Choose Save Changes

- The Sub Location now exists in eQuip

It is also possible to import sublocations in bulk

Choose Advanced Importer/Exporter

Choose Export

- Choose the link in the lower left-hand corner of the window

Populate the cells that are highlighted below in the template

- SiteName

- LocationName
- SubLocationName

Save and close the template

Choose Select Files

Locate the import template in your Downloads folder

- Choose Open

Choose Import

- The sub locations now exist in eQuip

Importing People

Choose People

Entering People manually

Enter values for the following fields

- People Category (choose value from dropdown)
- Location (optional, choose value from dropdown)
- People Name (required, enter manually)
- Access Card ID (optional, enter manually)
- People Description (optional, enter manually)

Choose Save
The new person is now in eQuip

It is also possible to import people in bulk

Choose Advanced Importer/Exporter

Choose Export

Choose the link in the bottom left-hand corner of the window to download the template

Enter values for the highlighted cells (at a minimum)

- Location and Description are optional

Choose Select Files

Locate the import template in your Downloads folder

- Choose Open

Choose Import

You will receive a success message

- The new people now exist in eQuip

Importing Assets

Choose Asset Import Template

- The righthand column on the Asset Import Template screen contains the list of Column headers the Importer is looking for
- Selecting Basic/Advanced/Expert above the righthand column will display additional fields that can be added to the user’s list of columns

- - Basic shows the Required fields from the system. Typically this will be blank as those fields are already on the list of column headers
  - Advanced shows commonly used fields, a full listing of all fields on the Asset Summary and Inventory tabs

- - Expert breaks down all the fields in the system based on the tabs. A dropdown will appear and the fields will populate based on the selected entry in the dropdown

- Choose Export
- Open the template by choosing the link in the lower-left corner

Populate your asset information

- - Save and close the template
Choose Asset Import

- Choose Select Files

Locate the file

- Choose Open

Choose Import

After some time you will receive a success message
Your assets are now in eQuip

Rejection Files and Common Error Types

If eQuip finds an error with the imported spreadsheet, it will create a Rejection File

- The Rejection File will only contain assets that were rejected. Assets with no errors will be imported from the original file.
- Chose Download to download the rejection file

The most common mistakes made during the import process include:

- Missing required fields

- Date formatting
- $ in Price field
- Max field length
- Duplicated Barcode

A missing required field will result in the following comment on the affected cell(s):

A Date formatting issue will result in the following comment on the affected cell(s):

Including a $ in a Price will result in this comment on the affected cell(s):

A case where the value in a cell exceeds an asset field’s maximum character length results in this message:

A duplicate Barcode will result in "Duplicate Barcode" comment on the affected cells.