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Upload Device

Summary

This article outlines the steps required for uploading devices into the system. Admins can import a bulk list of devices using a template file, validate the information, and resolve any issues before finalizing the upload. The process ensures that device data is correctly added to the inventory.

In this article

  • Before you begin
  • Step 1: Preparing the Import Template
  • Step 2: Uploading the Device Data
  • Step 3: Mapping the Images
  • Step 4: Validating the Data
  • Step 5: Importing the Devices
  • Frequently Asked Questions (FAQ)

Before you begin

  • Ensure that you have the necessary Admin or Super Admin permissions to upload devices.
  • The system allows a maximum of 1,000 records per import. For larger data sets, consider splitting the files into smaller imports.
  • Download the provided template to ensure correct formatting of your device data.

Step 1: Preparing the Import Template

  1. Download the Template:
  2. Download the provided template file to ensure your data follows the correct format. The template will be available for download in the Import screen.
  3. Populate the Template:
  4. Fill in the required information for each device in the template. The necessary fields include:
    • Device Name
    • Device Type
    • Description
    • Purchase Date
    • Warranty Expiry Date
    • Manufacturer
    • Dealer
    • Serial Number
    • Model
    • Operating System
    • Location
  5. Save the File:
  6. After entering the device details, save the file in a compatible format (usually .CSV or .XLSX).

Step 2: Uploading the Device Data

  1. Navigate to the Upload Section:
  2. Go to the Company Device section in the Tech tab and click on Upload Device.
  3. Select the File:
  4. Click the Upload button and choose the file you prepared in Step 1.
  5. Select Date Format:
  6. Choose the date format for your data (e.g., dd/mm/yyyy) to ensure consistency across your imported records.
  7. Upload the File:
  8. After selecting the file, click Next to proceed to the image upload step.

Step 3: Mapping the Images

  1. Upload Device Images:
  2. If you have images related to each device, such as product photos or device condition images, upload them in a ZIP file.
  3. Select a Mapping Method:
  4. Choose the mapping method for linking images to devices. There are three options:
    • File Name -> Device Name: If your image file names match the device names.
    • File Name -> Serial Number: If your image file names are based on the device serial numbers.
    • File Name -> Model Number: If your image file names are based on the device model numbers.
  5. Upload the ZIP File:
  6. Click the Upload button to add the image files, then click Next.

Step 4: Validating the Data

  1. Review Data Validation:
  2. The system will validate the imported data based on the template and image mapping you provided.
  3. Error Notifications:
  4. If any issues are detected (e.g., missing fields, incorrect formats), a list of errors will appear, pointing to the specific rows in the template where issues were found.
  5. Resolve Errors:
  6. Review and fix the errors in your template. Common issues may include:
    • Missing required fields
    • Incorrect date formats
    • Mismatched image mappings
  7. Re-upload After Fixing Errors:
  8. After addressing the errors, re-upload the corrected file and images for validation.

Step 5: Importing the Devices

  1. Final Review:
  2. After resolving any errors, the system will show a summary of the data ready to be imported. If everything looks good, click Import to finalize the process.
  3. Error Report:
  4. If there are any remaining issues, an error report will be generated, detailing which rows need attention. You can download this report, fix the issues, and re-upload the file.
  5. Complete the Import:
  6. Once the data is validated, and all issues are resolved, click Import to complete the upload and add the devices to the inventory.

Frequently Asked Questions (FAQ)

1.What file format should the data be in for the import?

The system supports CSV and XLSX file formats for importing device data.
 
 

2. Can I upload images along with the device data?

Yes, images can be uploaded in a ZIP file. You must map the image files correctly using the File Name Mapping method.
 
 

3.What happens if there are errors in the file during validation?

If there are errors, the system will display a list of issues by row, allowing you to fix the issues before re-uploading the file.
 
 

4.How do I know if my device images are linked correctly?

During the Image Mapping step, you will select a mapping method to ensure the images are associated with the correct devices (e.g., matching by serial number, model number, or device name).
 
 

5.What should I do if the system reports an error during the final import?

If an error is detected, you will receive an error report that will highlight the problematic data. You can then fix the issues and re-upload the corrected file.