How to Import Assets from a Spreadsheet

While Oomnitza thrives on pulling data from external systems, data can come in many forms. To accommodate all data sources, Oomnitza allows you to import data in .CSV or .XLS format. 

Contents

  1. Preparing your Spreadsheet 
  2. Importing 

Preparing your Spreadsheet 

Creating a Template

In order to import assets into Oomnitza via a spreadsheet, the asset data must be formatted correctly. Because imports tend to happen often and on a recurring basis, it's also important that the fields being filled from each import are regular.

To achieve this, we recommend creating a template be used to get the data in the correct format and to allow for smart mapping (seen later).

A template is just a spreadsheet with headers that match the names of the fields you want to import into Oomnitza. For your convenience, a sample template with Oomnitza's default fields can be found attached to this document.

 

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Primary Identifier

Imports also require a Primary Identifier. This identifier is the key that Oomnitza uses when importing these assets. The primary identifier needs to be a Unique field in Oomnitza such as Serial Number or Barcode, which will allow the import process the new information into the proper fields.

Assigning Locations

Locations already in the system assets need to be assigned to a specific location. The location ID (not the location name) needs to be entered into the location column.

You can find the Location ID in Oomnitza from the list view in the Locations Module.

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  1. Log into Oomnitza and select assets in the top left
  2. Select locations
  3. Select List view

The location ID will be the first column on the left as highlighted above.

Assigning Users

Assets can also be assigned to Users that are already in the system. To do this the username (not the person’s name) needs to be entered in the “Assigned To” column.

 

The Username can also be found in Oomnitza.

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Assembling your Spreadsheet

Now that we've gone through the intricacies of creating the spreadsheet, we can begin populating it with data. Custom fields can be added to the end of the template to import any information you would like to track. Other than that, fill in the data you wish to bulk populate, making sure that at least one

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Importing 

Once the columns in the spreadsheet match the fields in Oomnitza, the spreadsheet can now be imported into Oomnitza through the import wizard.

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  1. Navigate to the assets module.
  2. Select Import from the list of options on the right.

You'll subsequently be taken to the import manager. 

Initiating an Import

To begin an import, on the left-hand side of the screen, either drag-and-drop or browse to select the file you wish to import. You can also select a Google Sheet by authenticating your Google Suite account.

Once you've selected the file, you can indicate what the intent of the import is. You can choose to Update, Create, or Update and Create. This lets you avoid creating or modifying unwanted Assets in the event of a typo or other error in your import file.

Under "Advanced" you can set a timezone for the import, add any tags, and opt in or out of having an email sent to you when the import completes. 

Once you're ready, click continue to proceed to mapping.

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Mapping

Once you've uploaded your file, Oomnitza will parse the column headers and prompt you to map the fields to your fields with Oomnitza. If the names match perfectly, you'll just need to click "Smart Mapping" in the upper left. Otherwise, you can drag the fields in your spreadsheets to the corresponding fields in Oomnitza. 

When mapping, at least one unique field must be specified to validate the mapping. Oomnitza will use this unique field to map assets. This is done through the dropdown in the lower right.

After setting a mapping field, click "Validate" to proceed with validating the file and mappings.

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Importing

Once the mapping is done, Oomnitza will validate the file. Provided it validates successfully, you'll be subsequently prompted to import the spreadsheet. Clicking "Import" will import the file.

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The file will then process. Once done, you'll be notified of its success in the import manager.

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Formatting your import file

Because Oomnitza allows you to map the columns in your spreadsheet to fields in Oomnitza, formatting your import spreadsheets is easy. For best results, we recommend naming your import columns to match your fields in Oomnitza. This will allow you to use smart mapping to save time.

Otherwise, for Creating objects, you'll need to have columns corresponding to all required fields.

For Updating objects, you only need to include a sync field and the field you wish to update. 

Certain fields in Oomnitza utilize enforced dropdowns, which only allow you to enter certain values. If uploading information into one of these fields via a spreadsheet import, it's important that all values match exactly, otherwise, you'll encounter failures when Oomnitza attempts to import those assets.

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