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How to Bulk Import Assets from Excel
How to Bulk Import Assets from Excel

How to Import Your Assets From a Spreadsheet

Ty Houy avatar
Written by Ty Houy
Updated over a week ago

Overview

Adding assets should be one of the first steps you take when setting up your Limble account because assets are the building blocks of almost work in Limble.

If you have a lot of assets that you need to add to Limble at once, the most efficient way is by using a spreadsheet.

This article will walk you through the steps to import your assets and asset information using our sample import .csv file.

(Note: imports are done for adding new assets to your system, while updates allow you to change information that is already in the system. Updates and imports are done in a similar way but should be performed separately.)

Table of Contents

Getting Started

Import Steps

We'll cover each step in detail, but here's the steps of how to perform a bulk import of your assets:

  1. Set up custom fields in Limble first before conducting your bulk import.

  2. Follow the steps in the import screen, first by downloading the sample import file.

  3. Add data in the required fields and build out your asset hierarchy.

  4. If you set any up in Limble, add your optional and custom field columns to the spreadsheet and fill in data.

  5. Import your assets!

Importing Requirements & Best Practices

  • You are limited to 2,000 assets and 50 custom fields per import. If you have more, be sure to split up your import spreadsheets and label them accordingly.

  • .csv and .xlsx files are the recommended file types for your upload. .xlsm files are not accepted by Limble.

  • Photos, documents, or other files cannot be bulk imported. You must upload those manually.

  • Be mindful of spelling and formatting mistakes.

    • Incorrectly spelling a field name will bypass the intended match in Limble and create a new custom field.

    • If something is formatted incorrectly in your spreadsheet, you’ll receive an error message about what went wrong, but checking for errors before you upload will save you any hassle.

  • Dates can be in one of the following formats: YYYY-MM-DD, MM-DD-YYYY, MM-DD-YY, or M-D-YY.

Setting Up Custom Fields in Limble

Before performing a bulk import, make sure any custom fields are set up in Limble first.

Field types, such as text, number, or currency, cannot be edited once created, which is why we recommend doing this within the system.

Navigate to the Manage Assets page, Locations > Select Your Location > Assets.

Click on the edit visible columns icon. Then, click “Add Column.”

Name your field. In this example, we'll call this "Serial Number." Then select your field type. In this example, we'll use the text field type. Finally, click "Create."

Repeat this process until you've added all desired fields for your import.

We'll do one more, this time a dropdown field. For this example, we'll create a dropdown menu for Up/Down status.

Create the new field type by repeating the same process.

Once the dropdown field type is selected and we click "Create," we're taken to a new window. Add the dropdown options. In this example, we'll do "Up" and "Down."

When you populate the sample import file, the options you create in Limble are the only ones you can add to the spreadsheet. So, for this example, I would only enter "Up" or "Down." If you try to enter a different option, the field will be left blank when imported.

Download & Modify the Sample Import File

Now you're ready to modify the spreadsheet.

On the Manage Assets page, click the “Import/Export” button from the toolbar.

From the dropdown, select “Import Assets.”

(Note: if you have not added any assets into Limble, your Manage Assets page will be in what is known as an “empty state.” If your page is in an empty state, select the “Import Assets” button and follow the instruction from there.)

You will be taken to a new window with a list of instructions.

Download the spreadsheet by clicking on Sample Import File.

(Note: Limble will recognize your file even if you decide to rename it. Feel free to change the file name to something you can easily find later!)

Once you've opened the spreadsheet, you're ready to edit.

Hovering over a column name will show you an explanation of what it’s for, and how you need to format the data to import properly.

The sample file includes sample data so you can see how to add information. Be sure to remove the sample data and enter your own asset information here.

Required Fields

The following fields are required, and the columns should not be moved or renamed:

  • Asset Name is what your asset will be called in Limble.

  • Parent Asset allows you to build an asset hierarchy into your import. If you have parent assets, and children assets that belong to them, this allows you to organize the hierarchy prior to putting assets into Limble.

Optional Fields

All other columns can be modified or removed. The following columns are included in Limble by default and are optional fields that can be edited or deleted:

  • Category

  • Make

  • Model

The last field is Optional Custom Fields.

You can use and duplicate this field to import information for fields you set up in Limble earlier. If you don’t have any custom fields to include, you can delete this column.

In this example, I'll rename this field "Serial Number" as it was created in Limble earlier, and enter data in the rows that follow.

To add more custom fields, copy the column, then change the name to match the existing field in Limble. In this example, we'll name this “Status” to match the existing field in Limble.

For the dropdown option, remember only to use the options that were previously configured in Limble. In this example, I can either enter "Up" or "Down" since those are the options I created in the system.

Make sure to double-check that you’ve spelled the field name exactly as you have it in Limble. Spelling errors will bypass the intended field match and create an additional custom field.

Build the Asset Hierarchy

You can build asset hierarchies in your Excel document so that child assets are automatically related to parent assets when they are imported into Limble.

To do this, you’ll want to put your parent asset into the Excel sheet first. For this example, the Garage will be the parent asset.

In the Parent Asset column, add the parent asset. If the asset has no parent, enter the value as “0.”

Next, add the children assets. These should go directly under the parent asset. In the Parent Asset column, add the parent asset.

As you can see in this example:

The Garage is the parent asset for Greens Mowers, Cart Fleet, and Shop Equipment.

The Shop Equipment is the parent asset for the Grinder and Heating and Air.

Finally, Heating and Air is the parent asset for the Heater and Salem HVAC Unit 1.

When imported into Limble, the assets will maintain their hierarchy with the parent-child relationships set in the Excel spreadsheet.

(Note: to see your asset hierarchy, make sure your Manage Assets page is in hierarchical view.)

Upload and Import

Once you’ve added your desired assets and fields, it’s time to upload.

Navigate back to the import screen, and select “Upload File.”

Select your spreadsheet and click “Open.”

If your spreadsheet has any errors, Limble will define where those errors are, and what you need to do to fix them.

If your spreadsheet does not have any errors, your upload will begin.

In the new window, you will see how many assets will be added. You can click on the blue text to see the exact action being taken on the assets.

When you're ready to upload, click "Confirm."

Your information will begin to upload. Depending on how many assets and fields you are uploading, this may take several minutes.

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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.

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