Availability
Packages: Essential, Premium, Enterprise
User Roles: Admin
With the Data Import feature, you can upload master data such as Assets, Asset Types, contacts, organizations, and parts directly into the system - no support from our team required. This guide walks you through the process step by step.
Prerequisites
Before you get started, make sure the following conditions are met:
You have the "Manage Data Imports" permission (granted to Admins by default)
Your import file is in CSV, XLS(X), JSON or XML format and no larger than 50 MB
You have the appropriate template for your data model ready (recommended - more on this below).
Step-by-Step Guide
Step 1: Open Data Import
In the main menu on the left, navigate to Settings (gear wheel symbol) > Data > Data Import.
Here you'll find an overview of all previous imports and a "+" button to start a new one.
Step 2: Create a New Import
Click the "+" button in the right upper corner. A dialog will open where you provide the following information:
Data Type: Select the type of data you want to import (e.g. Assets, Contacts, Organizations, etc.).
Title: Give your import a meaningful name, e.g.
2026-03-09_Assets-Initial-Import. This makes it easy to find later.Description (optional): Add a short note to provide context for this import. If left empty, the name of the file used will be added in the description by default
💡 Note: To ensure that all links between objects can be established (e.g., the Part linked to the Asset), we recommend the following order: Organization > Contact > Part > (optional) Asset Type > User > Asset > Part Inventory.
Step 3: Configure Import Options
Depending on the data type you selected, the following options under "Advanced Options" are available:
Option | Description |
Update existing records | If a record (e.g. Asset, Organization) already exists, it will be overwritten with the new values. |
Create missing Asset Types | If a referenced Asset Type doesn't exist yet, it will be created automatically. |
Note: To clear a field value, enter null in the respective column (only supported for compatible fields).
Step 4: Upload Your File and Map Columns
Upload your file. The import interface will then open, allowing you to map your columns to the corresponding fields in the system.
You can use your own file or one of our Excel or CSV templates. You'll find them in the upper-right corner of the import interface:
Tips for column mapping:
Use Search & Replace to fix data issues directly in the preview (e.g. adding missing leading zeros).
You can filter individual columns and correct values using the drag-down function.
Be careful: if you re-select a column that's already been mapped, the previous mapping will be reset without warning.
Step 5: Start the Import and Check Results
Confirm the import. You'll be redirected to the overview page, where you can track the status of your import in real time:
Status | Meaning |
🔵 Queued | Import has been accepted and is waiting to be processed. |
🔴 Error before validation | Import could not be queued for validation; no rows were processed. |
🔵 Validating | Rows are currently being validated (format rules and tenant lookups). |
🟢 Validated | Validation finished and every row passed. |
🟠 Validated with errors | Validation finished; at least one row has errors and will be skipped when writing. A CSV with the failed rows and their error details is available for download. |
🔴 Validation failed | Validation could not complete because of an unexpected error. |
🔵 Writing | Validated rows are being imported to the system. |
🟢 Completed | All rows were imported successfully. |
🟠 Completed with errors | Writing finished; some rows failed to be written. A CSV with the failed rows and their error details is available for download. |
🔴 Failed | Writing could not complete because of an unexpected error. |
Note: Once the import is finished, you'll receive an in-app notification.
Step 6: Download Error Files (if needed)
If errors occurred, you can download the following files via the three-dot menu (⋮) in the import overview:
Original file – your originally uploaded file.
Validation errors – rows that were rejected during the data check, including error descriptions.
Write errors – rows that were valid but failed during the saving process.
Correct the affected rows and start a new import with just those records.
File Requirements
General Requirements
Format: CSV (Comma-separated values), XLS(X), JSON, XML
Maximum file size: 50 MB
Character encoding: UTF-8 (recommended)
Header row: The first row must contain the column names.
Supported Data Models and (Required) Fields
Assets
Column Name | Required | Unique | Notes |
Asset ID | ✅ Yes | ✅ Yes | Unique identifier of the Asset |
Asset Type | ✅ Yes | No | Name of the Asset Type |
Name | No | No | Name of the Asset; if left empty, the Asset Type gets filled |
Status | No | No | Status of the Asset; possible values: New, Running; if left empty, the status |
Criticality | No | No | Criticality of the Asset; possible values: 1 - Non-critical, 2 - Important, 3 - Core Process, 4 - Safety; if left empty, the criticality |
Installation Date | No | No | Installation date of the Asset; be provided in ISO format, e.g. |
Parent Asset | No | No | Asset ID of the parent Asset |
Related Organization | No | No | Number of the organization(s) that should be added initially or replace all existing organizations; separator: | |
Related Organization to add | No | No | Organization number(s) of the organization(s) that should be added to the related organizations of this Asset; separator: | |
Related Organization to remove | No | No | Organization number(s) of the organization(s) that should be removed from the related organizations of this Asset. If the provided value is |
Related Contact | No | No | E-mail address of the contact(s) that should be added initially or replace all existing contacts; separator | |
Related Contact to add | No | No | E-Mail address(es) of the contact(s) that should be added to the related contacts of this Asset; separator: | |
Related Contact to remove | No | No | E-Mail address(es) of the contact(s) that should be removed from the related contacts of this Asset. If the provided value is |
Responsible Group | No | No | Responsible Group for the Asset. Members will get notified, when a Work Request gets created. |
Primary Person | No | No | Primary internal contact person for the Asset; e-mail address of the user |
QR Code | No | No | QR code ID of the QR code that is assigned to the Asset |
City | No | No | City of the Asset location address |
Country | No | No | Country of the Asset location address |
Country Province | No | No | Country province of the Asset location address |
ZIP Code | No | No | ZIP code of the Asset location address |
Street | No | No | Street of the Asset location address; can also contain the street number |
Street Number | No | No | Street number of the Asset location address |
Address Supplement | No | No | Address supplement of the Asset location address |
Latitude | No | No | Latitude of the Asset location |
Longitude | No | No | Longitude of the Asset location |
User Groups | No | No | Name(s) of the user group(s) for which the Asset should be visible; the groups listed here will replace all previously assigned groups; separator: | |
Cost Per Unit | No | No | Cost of the Asset; format: currency with a maximum of two decimals; |
Asset Types
Column Name | Required | Unique | Notes |
Name | ✅ Yes | ✅ Yes | Unique name of the Asset Type |
Category | No | No | Category of the Asset Type; possible values: Area, Group, Asset, Component, Storage; if left empty, the category |
Manufacturer | No | No | Organization number of the manufacturer |
Contacts
Column Name | Required | Unique | Notes |
✅ Yes | ✅ Yes | Unique email address of the contact; format: | |
First Name | ✅ Yes | No | First name of the contact |
Last Name | ✅ Yes | No | Last name of the contact |
Company Number | ✅ Yes | No | Number of the organization that the user should belong to |
Phone Number | No | No | Phone number of the contact; format: |
Alternative Phone Number | No | No | Alternative phone number of the contact; format: |
Position | No | No | Job position of the contact; free text field |
External Reference | No | ✅ Yes | The unique external reference for the contact; free text field |
Comment | No | No | Comment describing the contact; free text field |
Language | No | No | Language code of the language assigned to the contact; possible values: de, en, fr, es, it |
Organizations
Column Name | Required | Unique | Notes |
Organization Number | ✅ Yes | ✅ Yes | Unique number of the organization; free text field |
Organization Name | ✅ Yes | No | Name of the organization; free text field |
Phone Number | No | No | Phone number of the organization; format: |
Website | No | No | URL of the website of the organization; no spaces allowed |
E-Mail Address | No | No | E-mail address of the organization; no spaces allowed |
Tags | No | No | Custom tag(s) that should be added initially or replace all existing tag(s) of the organization; separator: | |
Tags to add | No | No | Custom tag(s) that should be added to the existing tag(s) of the organization; separator: | |
Tags to remove | No | No | Custom tag(s) that should be removed from the organization; separator: | |
Language | No | No | Language code of the language assigned to the organization; possible values: de, en, fr, es, it |
Shipping City | No | No | City of the organization's shipping address |
Shipping Country | No | No | Country of the organization's shipping address |
Shipping Country Province | No | No | Country province of the organization's shipping address |
Shipping ZIP Code | No | No | ZIP code of the organization's shipping address |
Shipping Street | No | No | Street of the organization's shipping address; can also contain the street number |
Shipping Street Number | No | No | Street number of the organization's shipping address |
Shipping Address Supplement | No | No | Address supplement of the organization's shipping address |
Shipping Latitude | No | No | Latitude of the organization's shipping address |
Shipping Longitude | No | No | Longitude of the organization's shipping address |
Billing City | No | No | City of the organization's billing address |
Billing Country | No | No | Country of the organization's billing address |
Billing Country Province | No | No | Country province of the organization's billing address |
Billing ZIP Code | No | No | ZIP code of the organization's billing address |
Billing Street | No | No | Street of the organization's billing address; can also contain the street number |
Billing Street Number | No | No | Street number of the organization's billing address |
Billing Address Supplement | No | No | Address supplement of the organization's billing address |
Billing Latitude | No | No | Latitude of the organization's billing address |
Billing Longitude | No | No | Longitude of the organization's billing address |
Parts
Columns correspond to the existing fields in Parts Management.
Column Name | Required | Unique | Notes |
Name | ✅ Yes | No | Name of the part; free text field |
Part Number | ✅ Yes | ✅ Yes | Unique number of the part; free text field |
External Reference | No | No | External reference of the part; free text field |
Description | No | No | Description of the part; free text field |
Public | No | No | If the part is visible in the optional bookable Portal; possible values: |
Asset Numbers | No | No | Asset ID(s) to be linked to the part; separator: | |
Asset Types | No | No | Name of the Asset Type(s) to be linked to the part; separator: | |
Manufacturer Number | No | No | Organization number of the manufacturer |
Distributor Numbers | No | No | Organization number(s) of the distributor(s); separator: | |
Restock Link | No | No | Format: URL or e-mail address preceded with |
Cost Per Unit | No | No | Cost of the part per unit; format: currency with a maximum of two decimals; |
Minimum Stock | No | No | Value of the minimum part stock; minimum value is |
Part Inventories
Column Name | Required | Unique | Notes |
Asset Number | ✅ Yes | No | Asset ID of the inventory storage |
Part Number | ✅ Yes | No | Number of the inventory part |
Target Stock | ✅ Yes | No | Value if the inventory target stock. The minimum value is |
Important: For Inventories, existing entries cannot be updated. A new entry is always added by default.
Custom Properties
Custom properties can also be imported. Please note the following:
Date fields must be provided in ISO format, e.g.
2026-03-09.Date-time fields must be provided as ISO date time, e.g.
2026-03-09T14:30:00Z.Multi-select fields: Values are passed as a comma-separated list.
To fully clear an array field, enter
nullas the value – only supported for fields with "replace" behavior.
💡 Note: Custom properties must already be created in the system before you start the import. Click here to learn how to add custom properties for Assets and Parts.
Common Sources of Errors
Case sensitivity in references: Pay attention to exact spelling –
Asset1andasset1are treated as different values.Parent-child relationships within the same file: If you're importing Assets with parent Assets that are also in the same file, errors may occur. In this case, import the parent Assets first in a separate run.
Empty files: An empty or malformed file will be rejected immediately. Make sure your file contains at least one data row.
Address information is considered as one single data object so all fields will be updated at the same time. It is not possible to only update one particular field inside of the address data (e.g. the street number)
Asset hierarchy: If a new Asset is added during the import and a Parent Asset is specified, the import must be performed twice so that the hierarchy can be established during the second import.
FAQ
Do I need to use a template?
No, a template is not required. You can manually map columns in the import interface. However, using a template makes the process much easier since the column names are already correctly pre-filled. We recommend creating and maintaining your own template for recurring imports.
Can I update existing records?
Yes. Enable the "Update existing records" option when setting up the import. The system identifies existing records based on the unique identifier (e.g. serial number for Assets) and updates the corresponding fields.
What happens if only some of my rows contain errors?
The import will still be processed for all error-free rows. Rows with errors are skipped.
Can I clear or reset field values?
To clear a field, enter null as the value in the respective column - provided that the field supports this.
Can I delete entire records using the import feature?
No, you can use the import feature to add or update records, but not to delete them. However, you can clear the contents of individual fields that are not required fields using the import feature. To clear a field, enter null as the value in the corresponding column.
How large can my file be?
The maximum file size is 50 MB. For very large datasets, we recommend splitting the file into smaller parts and importing them one after another.
Who gets notified when an import is complete?
The user who started the import will receive an in-app notification – regardless of whether the import was successful, completed with errors, or failed. Email notifications are not currently sent.
Who has access to the Data Import feature?
By default, only Admins have the permission to run imports. This permission cannot be assigned to other roles. If needed, please contact your system administrator.
What is the difference between validation errors and write errors?
Your data goes through two phases during an import: first validation (are the data recognized correctly and are all required fields present?), then writing (is the data saved successfully?). Validation errors occur before any data is written to the system. Write errors arise when a technical or content-related issue occurs during the saving process.
Can I run the same import multiple times?
Yes. If you enable the "Update existing records" option, re-running an import with the same data will update existing entries without creating duplicates. Without this option, new entries will be created – which may result in duplicates.
Objects (e.g., Parts with Assets, or contacts with organizations) have not been linked. Why is that?
For example, in order for a Part to be linked to an Asset, the Part must already exist in the system when the Asset is uploaded. Therefore, we recommend the following order for uploading object types: Organization > Contact > Part > (optional) Asset Type > User > Asset > Part Inventory.
My Assets aren't linked in a hierarchy, even though I filled in the "Parent Asset" column. What did I do wrong?
There are two possible reasons for this:
The ID in the "Parent Asset" column does not exactly match the Asset ID of the parent Asset (watch out for spaces at the beginning or end!)
If a new Asset is added during the import and a Parent Asset is specified, the import must be performed twice so that the hierarchy can be established during the second import.