Import file format specifications

Sample File Set

A zip file containing a complete set of import data that can be used for testing or as an example for importing data from another system can be found below:

AssetTrack Sample Import Files.zip

The import file set

The import file set is the set of files that the importer can import. Within this set, some files are required and some are optional. Below is a table that lists the files.

For a given import attempt, a group of these files must be identifiable as a file set. To accomplish this, we use a date-based code with the format (YYYYMMDD_HHMM) as a label that is included in each filename. Files that contain the same date code in their filenames are considered members of the same file set.
 
All eight required files must be present for an import to occur. When an import attempt succeeds, all files of the batch will moved to the “Archive” folder. When an import attempt fails, all files of the batch will be moved to the Error folder.


FileDescription
Manufacturer_<YYYYMMDD_HHMM>_Full.<extension>Required. A flat list of manufacturers that should be loaded into AssetTrack. This data is typically when users are specifying new products in AssetTrack.
Location_<YYYYMMDD_HHMM>_Full.<extension>Required. A hierarchically organized list of the locations that should be loaded into AssetTrack.
Organization_<YYYYMMDD_HHMM>_Full.<extension>Required.  A hierarchically organized list of organizations (aka departments) that should be loaded into AssetTrack.
Product_<YYYYMMDD_HHMM>_Full.<extension>Required. A hierarchically organized list of products that should be loaded into AssetTrack. This hierarchy is based on asset type.
Assignee_<YYYYMMDD_HHMM>_Full.<extension>Required. A flat list of assignees (aka employees) that should be loaded into AssetTrack. Each assignee record can optionally reference a location or organization as necessary to reflect that a given person works in a specific location and within a specific department.
Asset_<YYYYMMDD_HHMM>_Full.<extension>Required. A flat list of assets that should be loaded into AssetTrack. Each asset record can optionally reference a product, location, assignee, or organization.
Type_<YYYYMMDD_HHMM>_Full.<extension>Required. At flat list of asset types (aka classes or natures) that should be loaded into AssetTrack.
 
Do not include if using XML format.
Vendor_<YYYYMMDD_HHMM>_Full.<extension>Required. A flat list of vendors that should be loaded into AssetTrack.
Stockroom_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of stockrooms that should be loaded into AssetTrack.
CustomEntity1_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of your own custom entities that should be loaded into AssetTrack.
CustomEntity2_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of your own custom entities that should be loaded into AssetTrack.
CustomEntity3_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of your own custom entities that should be loaded into AssetTrack.
CustomEntity4_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of your own custom entities that should be loaded into AssetTrack.
PO_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of purchase orders that should be loaded into AssetTrack. Each purchase order can optionally reference a stockroom, location, assignee, organization, or vendor.
POLineItem_<YYYYMMDD_HHMM>_Full.<extension>Optional. A flat list of purchase order line items that should be loaded into AssetTrack. Each purchase order line item record can optionally reference a product or sku.

TSV format by file

TSV file specification


File format attribute

Value 

Maximum file sizeNone
File encodingUTF-8 (new requirement as of 3.2.621.54)
FormatTab-delimited
Delimiter characterTAB
Delimiter escape\t
Backslash escape\\
 
Note that files containing non-escaped backslashes will be rejected.
Newline characterWindows standard (CR+LF)
Newline escape\n
HeaderFirst row contains column names
File naming conventionSee information above.
File name extensionNot significant
Column orderColumn order is not significant
Extraneous columnsExtraneous columns will be ignored 

Organization file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the organization record.
ParentExternalIdOptional

100

The ID of the parent organization. Must reference another organization record in the same file.
NameRequired

255

The name of the organization
CodeOptional

50

The internal code of the organization (typically a departmental code) 

Location file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the location record.
ParentExternalIdOptional

100

The ID of the parent location. Must reference another location record in the same file.
 
 
Name
Required

255

The name of the location
CodeOptional

50

The internal code of the location (typically a departmental code) 

Type file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the asset type record.
ParentExternalIdOptional

100

The ID of the parent asset type. Must reference another asset type record in the same file.
NameRequired

255

The name of the asset type
CodeOptional

50

The internal code of the asset type (typically an abbreviated class code)
ConsumableOptional

1

Indicates whether assets of this type are consumables or assets.  A value of 1 means this asset type is a consumable, and therefore assets of this type are not assigned asset tags or serial numbers.  The default value is 0, meaning that by default, assets are this type are considered actual assets requiring a tag or serial number. 

Manufacturer file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the manufacturer record.
NameRequired

100

The name of the manufacturer. 

Vendor file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the vendor record.
NameRequired

100

The name of the vendor. 

Product file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the product/model record.
NameRequired

100

The name of the product. Typically the model name, like “Dimension 6100”.
NumberOptional

50

The model number of the product.
PartControlNumberOptional

100

The part control number, which differentiates different configurations of the same model, e.g. a Dimension 6100 with a 2.8Ghz CPU would have a different PCN than a 2.4Ghz CPU.
DescriptionOptional

255

The description of the product.
ManufacturerExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the Manufacturer file.
AssetTypeExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the Type file. 

Sku file (optional in file set)


Field

Required/Optional

Length

Description

ExternalId Required, Unique 

100

The unique ID (typically the primary key) of the Sku record. 
ProductExternalId Required 

100

Must reference a value in the ExternalId column of the Product file. 
ManufacturerExternalId Optional 

100

If specified, must reference a value in the ExternalId column of the Manufacturer file. 
PartControlNumberDescription Optional 

255

Description for the Part Control Number. 
Description Optional 

100

Description of the Sku (e.g. BATTERY - REPLACEMENT FOR DELL D620/D630) 
ManufacturerReference Optional 

100

The manufacturer’s reference to the Sku  (e.g. ‘MC75A6-P4CSWQRA9WR’) 
PartControlNumber Optional 

100

The part control number, which differentiates different configurations of the same model, e.g. a Dimension 6100 with a 2.8Ghz CPU would have a different PCN than a 2.4Ghz CPU. 

Assignee file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the assignee record.
FirstNameOptional

100


LastNameOptional

100


CodeOptional

100

Internal employee ID of the assignee.
EmailAddressOptional

120


PhoneNumberOptional

50


LocationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the Location file.
OrganizationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the Organization file.

Stockroom file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the stockroom record.
NameRequired

100

The name of the stockroom.
CodeOptional

50

The internal code of the stockroom.
TypeOptional

100

A customer-specific value used to differentiate different types of stockrooms. 

CustomEntity1 file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the custom entity record.
NameRequired

100

The name of the CustomEntity1.
CodeOptional

50

The internal code of the CustomEntity1.

CustomEntity2 file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the custom entity record.
NameRequired

100

The name of the CustomEntity2.
CodeOptional

50

The internal code of the CustomEntity2.

CustomEntity3 file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the custom entity record.
NameRequired

100

The name of the CustomEntity3.
CodeOptional

50

The internal code of the CustomEntity3.

CustomEntity4 file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the custom entity record.
NameRequired

100

The name of the CustomEntity4.
CodeOptional

50

The internal code of the CustomEntity4.

Asset file


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the asset record.
AssetTagRequired

64

The barcode associated with this asset.
SerialNumberOptional

64


PONumberOptional

50

The PO Number that this asset was purchased under.
StatusOptional

100

Typically the asset lifecycle status of this asset (On Order, Received, Installed, Disposed).
ServiceStatusOptional

100

Typically the service desk status of the asset. This field exists because the service desk status of an asset differs from the asset lifecycle status.
LeaseEndDateOptional
Must be a date.
WarrantyEndDateOptional
Must be a date.
AcquisitionDateOptional
Must be a date.
DescriptionOptional

255


MacAddressOptional

64


CostOptional
Must be a number
CustomKey1Optional

255

Used as an identifier if there are more than one asset tag.
CustomKey2Optional

255

Used as an identifier if there are more than one asset tag.
ProductExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the product file.

AssigneeExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the assignee file.
Assignee2ExternalIdOptional100If specified, must reference a value in the ExternalId column of the assignee file.
LocationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the location file.
OrganizationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the organization file.
VendorExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the vendor file.
StockroomExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the stockroom file.
CustomEntity1ExternalIdOptional100If specified, must reference a value in the ExternalId column of the custom entity 1 file.
CustomEntity2ExternalIdOptional100If specified, must reference a value in the ExternalId column of the custom entity 2 file.
CustomEntity3ExternalIdOptional100If specified, must reference a value in the ExternalId column of the custom entity 3 file.
CustomEntity4ExternalIdOptional100If specified, must reference a value in the ExternalId column of the custom entity 4 file.
Custom fieldsOptional

Variable

Custom fields can be defined on the asset object, and any column in the file with a column name that matches a custom field name will have column values imported into the custom field. 

PO file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the PO record.
PurchaseOrderNumberRequired

255


StatusOptional

100


StockroomExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the stockroom file.
LocationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the location file.
AssigneeExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the assignee file.
OrganizationExternalIdOptional

100

If specified, must reference a value in the ExternalId column of the organization file.
VendorExternalID *Optional

100

If specified, must reference a value in the ExternalId column of the vendor file.
VendorName *Optional100The vendor name. If specified, the name should reference a single row by matching the value in the Name column in the vendor file.
Custom fieldsOptional

Variable

Custom fields can be defined on the purchase order object, and any column in the file with a column name that matches a custom field name will have column values imported into the custom field. 

* Either of these columns can uniquely identify a Vendor to associate with a Purchase Order record. A single row should only populate one of these columns to use for resolving the referenced Vendor. If the VendorExternalId or VendorName field value does not uniquely identify a row in the Vendor file, that PO record is invalid.

PO Line Item file (optional in file set)


Field

Required/Optional

Length

Description

ExternalIdRequired, Unique

100

The unique ID (typically the primary key) of the PO line item record.
PurchaseOrderExternalIdRequired

100

Must reference a value in the ExternalId column of the PO file.
LineItemNumberRequired
Must be a number.
ProductExternalId * Optional

100

If specified, must reference a value in the ExternalId column of the product file.
PartControlNumber *Optional

100

The part control number, which differentiates different configurations of the same model, e.g. a Dimension 6100 with a 2.8Ghz CPU would have a different PCN than a 2.4Ghz CPU. If specified, the name should reference a single row by matching the value in the PartControlNumber column in the product file.
ProductName *Optional100The product name. If specified, the name should reference a single row by matching the value in the Name column in the product file.
QuantityOrderedRequired
Must be a number.
QuantityReceivedRequired
Must be a number. 
SkuExternalIdOptional 

100 

If specified, must reference a value in the ExternalId column of the Sku file. 
 
 * Any of these columns can uniquely identify a Product to associate with a Purchase Order Line Item record. A single row should only populate one of these columns to use for resolving the referenced Product. If the ProductExternalId, PartControlNumber or ProductName field value does not uniquely identify a row in the Product file, that PO Line Item record is invalid.