SeamlessDesk

Import Assets Via .CSV

Bulk Asset Import #

This article will cover the steps you need to take to bulk import your assets to SeamlessDesk.

Getting Started #

To properly upload your assets to SeamlessDesk, you will need to organize your assets, sort your assets into columns, and create a few things in SeamlessDesk before you are ready to import your assets. You need to create any custom fields that you want to include (if needed), Asset Types (these are basically asset categories used to organize your assets. For example, you could have the following Asset Types: laptop computers, desktop computers, projectors, chairs, etc.), and Asset Locations (the physical location where assets are located) so that you can map over everything correctly.

Please note that two fields are required—the Asset Name and Asset Number. The default Asset Number is ASTxxxxxxx, but you can import whatever number you want as long as it is unique to each asset (customers commonly use barcodes as Asset Numbers). If one or both of these required fields is not included in the .CSV file, the import will fail.

 

Organize Your Assets #

First, you will need to organize all of your assets. If you currently have all of your assets saved in a spreadsheet, you are almost ready to import them to SeamlessDesk. If you have your assets saved to another asset management software solution, you will need to export your assets to a spreadsheet so that you can upload them to SeamlessDesk.

Note: SeamlessDesk only supports the .CSV file type for bulk asset upload. 

In this file, you will find the following fields (a short description is included):

  • Asset Name – the name of the asset
  • Asset Number – the unique identifier of the asset (this can be changed to mean your needs)
  • Asset Type – classification of the asset
    • Each Asset Type that you add to SeamlessDesk generates a unique number. Before importing your .CSV, you need to generate your Asset Types. The .CSV must include the number listed in SeamlessDesk for the import to map over the Asset Type correctly.
      Those numbers are found by going to IT Asset Management > Asset Management > click the pencil icon next to the “Asset Management” name.

      Once the page loads, you will see the Asset Type number next to each Asset Type.
  • Brand – brand of the asset
  • Manufacturer – the manufacturer of the asset
  • Model – the model number of the asset
  • Asset Status – select from Checked Out, In Stock, In Storage, In Use, Out for Repair, Decommissioned, Parts, or Sold
  • Serial Number – the serial number of the asset
  • Custodian – the name of the individual who is currently assigned to the asset
  • Checked Out Date (see date/time rules below) – the date the asset was checked out (if applicable)
  • Asset Return Date (see date/time rules below) – the date the asset was returned (if applicable)
  • Asset Audit – whether or not you want this asset to appear in reports – select between 0 and 1
  • Asset Location – the location where the asset is physically located
    • Each Asset Location that you add to SeamlessDesk generates a unique number. Before importing your .CSV, you need to generate your Asset Locations. The .CSV then must include the number listed in SeamlessDesk for the import to map over the Asset Location correctly.
      Those numbers are found by going to IT Asset Management > Asset Management > click the pencil icon next to the “Asset Management” name.
  • Asset Condition – select from Fair, Good, New, and Poor
  • Asset Vendor – the name of the vendor who sold the asset to your organization
  • Account Code – vendor ID or account code
  • Asset Warranty End Date (see date/time rules below) – the end date of the asset’s factory or extended warranty
  • Purchased Date (see date/time rules below) – the date the asset was acquired
  • PO Number – the purchase order number used to obtain this asset
  • Last Updated (see date/time rules below) – the date that the asset was last modified or edited

Please note that you are not required to use all of these predefined fields. These have only been provided for you to help you organize your data and your assets.

Dates and Times #

Please note that the following formats are acceptable for dates and times:

  • m/d/Y h:i A
  • m/d/Y h:i
  • m/d/Y
  • m-d-Y h:i A
  • m-d-Y h:i
  • m-d-Y
  • Y-m-d h:i A
  • Y-m-d h:i
  • Y-m-d
  • m/d/Y H:i
  • m-d-Y H:i
  • Y-m-d H:i

Letter Meaning:
d = day
m = month
Y = Year
h = 12 hour format
H = 24 hour format
i = minute
A = AM/PM Note: “A” is not required when using “H,” but “A” is required when using “h.”

Custom Data Fields #

Your current spreadsheet or asset management solution might contain additional data fields that are important to your organization. SeamlessDesk will allow you to import those fields and map them to fields in SeamlessDesk. Here is what you need to do to configure those fields and prepare the data for import:

Create Custom Asset Fields #

  1. To create custom fields, log in to your SeamlessDesk account.
  2. Click the Settings icon on the bottom left-hand side of the menu panel.
  3. Expand the General Section, select “Custom Form Fields, ” then select “Assets Custom Fields.”
  4. Under the “Add new field” section, select the type of custom field you would like to create, name the custom field, select a category tab where you want your custom field nested under, and add options (if applicable).
  5. Click “Save.”

Repeat this process until all of your custom fields have been created.

Before we import your assets, add these custom fields to your .CSV by using the provided Field Slug and fill in all of the asset details. Note: Add the Field Slug along the top of the spreadsheet as headers.

Import Your Data #

Now that you have all of your assets organized and all of your custom fields have been created, with all of your data filled in, you are ready to import your assets to SeamlessDesk’s Asset Management platform.

Please follow these steps to import your data:

  1. Log in to your SeamlessDesk account.
  2. Select the “Assets” icon from the left menu panel.
  3. Click the gear icon on the top right-hand side of the screen and then select “Import Assets CSV.”
  4. Chose your CSV file that has been saved to your computer and select “Upload.”
  5. On the next screen, map your data to the predefined SeamlessDesk fields and your custom-created fields.
    • You will see a green checkmark if SeasmlessDesk can automatically map your CSV fields to fields in the system.
    • Unrecognized fields will give you an option to select from a list of available fields.
    • If a field you wish to use is not listed, you will need to create it as a custom field first.
  6. Click “Import” to finalize the upload of your assets.

If you followed all of these steps correctly, all of your assets will now be listed in SeamlessDesk, and all of the relevant data you chose to upload should be displayed in its proper location and field.

Please note that if you import an asset and the Asset Name and or Asset Number already exists in the system, SeamlessDesk will update all of the fields of that asset based on the new data in the import.

You can now use SeamlessDesk to manage all of your assets going forward.

If you need any assistance or if you have any questions, please contact SeamlessDesk support at Support@seamlessdesk.com.