We know one of the most important parts of transitioning to a new CMMS is swiftly and easily importing your data into the system, especially if you have a lot of it.
When done properly, bulk importing data into Limble can save you a lot of time. However, incorrectly adding data into Limble can create lots of work to fix in the long run, as bulk imports cannot be undone. To get it done right, read this article about our tips and tricks for asset imports and updates.
Table of Contents
Testing and Setting Field Types
We recommend doing a test run with a small data set before attempting a larger import. This allows you to ensure your data is being imported correctly and everything looks as it should.
Field types, such as text, number, currency, etc., cannot be edited once created. If you are importing new custom fields from a .csv file, Limble will do its best to guess what field type you’re trying to import based on how the cells are formatted in your Excel spreadsheet.
Depending on the format, you will have one or more options. If you do not see the field type option you need in the dropdown, try to format the cells in Excel and attempt your upload again.
If you still do not see the field type you need, we recommend creating the field within Limble first to match the imported field information with the existing field.
One of the most common issues when importing assets is the improper setup of asset hierarchy.
Asset hierarchies can be built into your import, so the parent-child relationship between assets can be made automatically. A common mistake is putting child assets before parent assets in the Excel sheet: the parent asset must be listed first before its child assets, otherwise the asset hierarchy will be imported incorrectly.
For parent assets, make sure the value in the Parent Asset column is “0.”
It should look something like this:
Unique Asset Names
Every asset that you add to Limble should have its own unique name. Using differentiators like letters or numbers can help do this.
For example, if you have two of the same asset, you can name one Asset - 001 and the other Asset - 002. By default, Limble will not allow you to import names of assets, parts, vendors, etc, that are duplicates of existing data in Limble. While this can be turned off in settings, we don’t recommend it.
Correcting for Formatting Issues
Spelling, Spacing, and Case Sensitivity
Be mindful of formatting and spelling mistakes. If something is formatted incorrectly in your spreadsheet, you’ll receive an error message with what went wrong, but checking for errors before you upload will save you any hassle.
Suppose you misspell a column name for an existing field already in Limble. In that case, the system will bypass the intended field match and create an additional custom field, so double-check that you’ve spelled everything as intended.
Import matching is not case-sensitive, but incorrect spacing or spelling errors will prevent Limble from matching the field.
You may need to change your file type before uploading your import. Excel will sometimes embed hidden formatting which can’t be read properly. Changing the Excel file to a .csv file will eliminate these formatting issues.