If you have a list of assets in another system or spreadsheet that you want to import into vWork you can import these in bulk using a CSV file. This saves time and reduces input errors - especially when you have a lot of assets to enter.
In this article
This article explains how to import asset data from a CSV file. To find out how to prepare a CSV file to import assets please see the article, Prepare a CSV file to import data into vWork.
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How to import assets from a CSV file
The asset import process
Assets are imported through the Assets tab. When you import assets from a CSV file you perform 2 steps:
- First, upload the CSV file into vWork.
- Next, match the specific data fields from the uploaded CSV file to the vWork asset fields and run the import.
Upload the CSV file
Before you upload the asset import CSV file make sure that it is ready for import. Take a look at the article, Prepare a CSV file to import data into vWork, into vWork for more information about how to set up the CSV file.
Note: You can import a maximum of 2000 assets in a single CSV file. If you want to import more assets than this you can create multiple CSV files and import assets in batches.
To upload the CSV file:
- Go to the Assets tab.
- Click Asset Import from the menu to open the CSV upload page.
- From Upload a CSV file: click .
- Browse your network to find and select the asset import CSV file.
Note: Once selected you can see the name of the CSV file next to the Choose File button.
- If the CSV file has a header row (recommended) click the checkbox to select My CSV has a header row.
This ensures that the header row is excluded from the data import and also provides you with the CSV field labels to make it easier to match the CSV fields to the vWork fields in the next stage of the import process.
- Click to upload the CSV file and open the asset field matching page.
- The asset field matching page is where you complete stage 2 of the asset import process. The blue fields on the left correspond with the columns that you have in your customer import CSV file.
Match the asset import CSV fields to the vWork asset fields
At this stage of the process, you begin matching the fields that contain the data from the asset import CSV file to the corresponding asset fields in vWork.
- We only import data from the fields that you choose to match.
- Assets are not created in vWork until you have completed the matching process and clicked Import Assets. This means you can review where you have matched fields and adjust this before finalizing the asset import.
To match the CSV fields to the vWork asset fields,
- Drag the first blue field that you want to match from the CSV fields on the left to the corresponding vWork asset field on the right. Drop the CSV field in the corresponding field. The vWork customer field changes to green when the CSV field is matched, and the CSV file field changes to a light blue.
- Repeat step 1 for each field that you want to match.
💡Tip: If you accidentally drag a CSV field to the wrong asset field you can click the X in the right-hand corner of the green box to remove the match.
- Once you have matched all fields from the asset import CSV file to the vWork asset fields click to start importing them into vWork.
- When you Accept the import vWork returns to the Assets tab and a banner displays at the top of the screen to tell you that the jobs are being imported. Depending on the number of assets you are importing this may take a while. You can continue to do other tasks in vWork while the asset import is processing. We’ll send you an email when the import is complete.
How to import Groups, Hazards, and Tags with an asset
When you want your asset to be associated with a specific group, or you want to import hazards or tags with your assets, there are a few rules to follow:
- If you assign an asset to a customer in the Customer Name field, or to a group (or groups), the asset is only available to add to jobs for that customer or group.
- The group name must exactly match the existing group. Use the same spelling, capital, and lowercase letters.
- To add a hazard or tag you include the Hazard ID or Tag ID in the Hazard ID and Tag ID fields. This is how the Hazards and Tags are assigned to each asset. You can find these IDs in Settings > Health & Safety under My Hazards in the Hazards tab, or My Tags in the Tags tab.
- You can’t assign a Hazard or Tag to an asset until it has been added to the Hazards library or Tags library. Make sure you set up the Hazards and Tags in your account before adding these to the asset import CSV file.
- When you want to import multiple hazards, tags, or groups with assets in a CSV file you must separate the ID's with a vertical slash | ("Shift+\'' on your keyboard) in the corresponding field for each asset. For example, to import Tag ID's 123, 124, and, 456 into one asset, you would enter 123|124|456 in the CSV file Tag ID field.