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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 “Failed” Error folder.
File | Description |
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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 size | None |
File encoding | UTF-8 (new requirement as of 3.2.621.54) |
Format | Tab-delimited |
Delimiter character | TAB |
Delimiter escape | \t |
Backslash escape | \\ Note that files containing non-escaped backslashes will be rejected. |
Newline character | Windows standard (CR+LF) |
Newline escape | \n |
Header | First row contains column names |
File naming convention | See information above. |
File name extension | Not significant |
Column order | Column order is not significant |
Extraneous columns | Extraneous columns will be ignored |
Organization file
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the organization record. |
ParentExternalId | Optional | 100 | The ID of the parent organization. Must reference another organization record in the same file. |
Name | Required | 255 | The name of the organization |
Code | Optional | 50 | The internal code of the organization (typically a departmental code) |
Location file
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the location record. |
ParentExternalId | Optional | 100 | The ID of the parent location. Must reference another location record in the same file. |
Name | Required | 255 | The name of the location |
Code | Optional | 50 | The internal code of the location (typically a departmental code) |
Type file
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the asset type record. |
ParentExternalId | Optional | 100 | The ID of the parent asset type. Must reference another asset type record in the same file. |
Name | Required | 255 | The name of the asset type |
Code | Optional | 50 | The internal code of the asset type (typically an abbreviated class code) |
Consumable | Optional | 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 |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the manufacturer record. |
Name | Required | 100 | The name of the manufacturer. |
Vendor file
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the vendor record. |
Name | Required | 100 | The name of the vendor. |
Product file
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the product/model record. |
Name | Required | 100 | The name of the product. Typically the model name, like “Dimension 6100”. |
Number | Optional | 50 | The model number of the product. |
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. |
Description | Optional | 255 | The description of the product. |
ManufacturerExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the Manufacturer file. |
AssetTypeExternalId | Optional | 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 | |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the assignee record. | |
FirstName | Optional | 100 | ||
LastName | Optional | 100 | ||
Code | Optional | 100 | Internal employee ID of the assignee. | |
EmailAddress | Optional | 120 | ||
PhoneNumber | Optional | 50 | ||
LocationExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the Location file. | |
OrganizationExternalId | Optional | 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 |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the stockroom record. |
Name | Required | 100 | The name of the stockroom. |
Code | Optional | 50 | The internal code of the stockroom. |
Type | Optional | 100 | A customer-specific value used to differentiate different types of stockrooms. |
CustomEntity1 file (optional in file set)
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the custom entity record. |
Name | Required | 100 | The name of the CustomEntity1. |
Code | Optional | 50 | The internal code of the CustomEntity1. |
CustomEntity2 file (optional in file set)
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the custom entity record. |
Name | Required | 100 | The name of the CustomEntity2. |
Code | Optional | 50 | The internal code of the CustomEntity2. |
CustomEntity3 file (optional in file set)
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the custom entity record. |
Name | Required | 100 | The name of the CustomEntity3. |
Code | Optional | 50 | The internal code of the CustomEntity3. |
CustomEntity4 file (optional in file set)
Field | Required/Optional | Length | Description |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the custom entity record. |
Name | Required | 100 | The name of the CustomEntity4. |
Code | Optional | 50 | The internal code of the CustomEntity4. |
Asset file
Field | Required/Optional | Length | Description | |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the asset record. | |
AssetTag | Required | 64 | The barcode associated with this asset. | |
SerialNumber | Optional | 64 | ||
PONumber | Optional | 50 | The PO Number that this asset was purchased under. | |
Status | Optional | 100 | Typically the asset lifecycle status of this asset (On Order, Received, Installed, Disposed). | |
ServiceStatus | Optional | 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. | |
LeaseEndDate | Optional | Must be a date. | ||
WarrantyEndDate | Optional | Must be a date. | ||
AcquisitionDate | Optional | Must be a date. | ||
Description | Optional | 255 | ||
MacAddress | Optional | 64 | ||
Cost | Optional | Must be a number | ||
CustomKey1 | Optional | 255 | Used as an identifier if there are more than one asset tag. | |
CustomKey2 | Optional | 255 | Used as an identifier if there are more than one asset tag. | |
ProductExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the product file. | |
AssigneeExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the assignee file. | |
LocationExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the location file. | |
OrganizationExternalId | Optional | 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. | |
StockroomExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the stockroom file. | |
CustomEntity1ExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the custom entity 1 file. | |
CustomEntity2ExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the custom entity 2 file. | |
CustomEntity3ExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the custom entity 3 file. | |
CustomEntity4ExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the custom entity 4 file. | |
Custom fields | Optional | 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 |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the PO record. |
PurchaseOrderNumber | Required | 255 | |
Status | Optional | 100 | |
StockroomExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the stockroom file. |
LocationExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the location file. |
AssigneeExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the assignee file. |
OrganizationExternalId | Optional | 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 * | Optional | 100 | The vendor name. If specified, the name should reference a single row by matching the value in the Name column in the vendor file. |
Custom fields | Optional | 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. |
PO Line Item file (optional in file set)
Field | Required/Optional | Length | Description | |
ExternalId | Required, Unique | 100 | The unique ID (typically the primary key) of the PO line item record. | |
PurchaseOrderExternalId | Required | 100 | Must reference a value in the ExternalId column of the PO file. | |
LineItemNumber | Required | 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 * | Optional | 100 | The product name. If specified, the name should reference a single row by matching the value in the Name column in the product file. | |
QuantityOrdered | Required | Must be a number. | ||
QuantityReceived | Required | Must be a number. | ||
SkuExternalId | Optional | 100 | If specified, must reference a value in the ExternalId column of the Sku file. |
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