Bulk Upload¶
Module: Bulk Upload | Audience: Admin, Owner
Table of Contents¶
- Overview
- Supported Entity Types
- Step-by-Step Process
- Upload Statuses
- Error Handling
- Workflow Integration
- Tips for Successful Uploads
Overview¶
Bulk upload enables importing large volumes of data via file upload (CSV / Excel). This is useful for initial data migration, periodic data loads, and batch operations.
Path: Sidebar → Bulk Upload | URL: /bulk-upload
Supported Entity Types¶
| Entity Type | Description | Key Required Fields |
|---|---|---|
| Assets | Import new asset records | Asset Name, Category, Status, Location |
| Locations | Import location data | Name, Location Type |
| Departments | Import department data | Name, Department Code |
| Categories | Import asset categories | Name |
| Users | Import user records | First Name, Last Name, Email, Role |
| Manufacturers | Import manufacturer data | Name |
| Models | Import model data | Name, Manufacturer |
| Suppliers | Import supplier data | Name |
Step-by-Step Process¶
Step 1 — Select Entity Type¶
From the bulk upload sidebar, select the type of data you want to import (Assets, Locations, etc.).
Step 2 — Download Template¶
Click Download Template to get the pre-formatted file for the selected entity type. The template contains: - Column headers matching the required and optional fields - Sample data rows showing expected formats - Data validation notes
Important: Always use the downloaded template. Custom file formats may cause import failures.
Step 3 — Fill Data¶
Populate the template with your data: - Follow the column headers exactly - Use the expected data formats (dates, numbers, etc.) - For dropdown fields (Category, Status, Location, etc.), use exact master data names as they appear in the system - Leave optional fields blank if not applicable
Step 4 — Upload File¶
Return to the bulk upload page and: 1. Click Upload or drag-and-drop the completed file. 2. The system reads and parses the file.
Step 5 — Review¶
The system validates each row and displays a preview table:
| Row State | Display | Action |
|---|---|---|
| Valid | Green / no errors | Ready to import |
| Error | Red highlight with error messages | Fix errors and re-upload, or proceed without error rows |
Error messages indicate exactly which field failed and why (e.g., "Category 'XYZ' not found", "Email already exists").
Step 6 — Confirm Import¶
Click Import to submit valid rows for processing. Error rows are skipped.
Step 7 — Track Status¶
Monitor the upload in the upload history table:
| Column | Description |
|---|---|
| File Name | Uploaded file name |
| Entity Type | Type of data |
| Status | Current processing status |
| Created By | Who uploaded |
| Created At | Upload timestamp |
Upload Statuses¶
| Status | Description |
|---|---|
| Pending | File uploaded; awaiting processing |
| Processing | System is importing records |
| Success | All rows imported successfully |
| Partial Success | Some rows imported; others had errors |
| Failed | Import failed entirely (file format issue, system error) |
Error Handling¶
Common error categories:
| Error Type | Example | Resolution |
|---|---|---|
| Missing Required Field | "Asset Name is required" | Fill in the required field |
| Invalid Reference | "Category 'XYZ' not found" | Ensure the referenced master data exists (spelled exactly) |
| Duplicate Record | "Asset Tag 'A001' already exists" | Use a unique value or update the existing record |
| Invalid Format | "Date must be YYYY-MM-DD" | Correct the format |
| Validation Failure | "Department Code must be 3 characters" | Follow field validation rules (see Appendix B) |
Tip: Download the error report to see all issues at once. Fix them in the template and re-upload.
Workflow Integration¶
If a workflow template is configured for the entity type being uploaded: - Each successfully imported record triggers the matching workflow. - The workflow runs independently for each record. - You can track workflow status in Workflow Transactions.
Example: If a workflow exists for "Asset Create," bulk-uploading 50 assets creates 50 individual workflow transactions, each routed through the configured approval levels.
Tips for Successful Uploads¶
| Tip | Detail |
|---|---|
| Always use the template | Download a fresh template for each upload to ensure column headers match |
| Create master data first | All referenced entities (categories, locations, etc.) must exist before upload |
| Use exact names | Dropdown values must match master data names exactly (case-sensitive) |
| Validate before upload | Review your data in the template for completeness and accuracy |
| Start small | Test with a small batch (5–10 rows) before uploading thousands |
| Check the error report | After partial success, download and review the error report |
Related: Master Data Configuration · Asset Management · Workflow Management