Creating an Assets Import Specification

Asset data is imported into IntelliTrack, by running an asset specification.

The asset specification contains:

• Import fields (see "Assets Import" for more information)
• External data (see "External Data" for more information)

When creating an asset import specification, the external data file and the following fields are always required:

• AssetNumber
• Item Number
• If you also want to import asset inventory, the following field is required:
  • Location
  • If a division is not part of the import specification, the default division of the logged-in user is assumed to be the asset division.
  • If a site is not part of the import specification, the default site of the logged-in user is assumed to be the asset site.

The example below gives steps for creating an assets import specification.

Note: Before creating an import, make sure that you have an external data file loaded into the utility that will match your field selections. The order of the fields in the external data file and in the import specification must match in order for the data to be successfully imported into IntelliTrack.

1. To create an assets import, select New > Import from the ribbon.

2. The IntelliTrack Import/Export Utility - New Import screen appears.
   1. Enter name field: enter the import specification name in this field.
   2. Select a template field: select the import template upon which to base the import specification. To create an assets import specification, select the Assets import template.
   3. Select external data file: select the external data that is associated with the import specification.
   4. Click the Create button to close the screen.

3. The fields available for your assets import appear in the Field Selection area of the window (see "Assets Import" for more information).

4. The AssetNumber field is a required field. It is automatically placed in the specification.
5. The ItemNumber field is a required field. It is automatically placed in the specification.
6. The Location must be added to the import specification if you want to place the asset into inventory. If a division is not part of the import specification, the division is assumed to be the default division of the logged-in user. If the site is not part of the import specification, the site is assumed to be the default site of the logged-in user.
7. To move the location into the asset import specification, select Location in the Field Selection area of the screen and then select the Move Selection to the Right button.

8. If you want to add all the fields to the import, select the Move All Fields to the Right button, and all of the available fields will be moved into the import specification.

9. Continue to add fields until all the fields that you want to add have been added to the import specification. Remember the fields in the import specification must match the fields in the external data in order to import them successfully into IntelliTrack.
10. The asset specification may contain record processing options. When you set record processing options for your import specification, you are specifying what kind of records are admissible during the data import. To set record processing options for this import specification see "Asset Import Options" for more information
11. Click the Save button in the ribbon to save this import to the list of My Imports.

12. A dialog appears.

13. Click Yes to save this specification to the utility and proceed to the next step. (Click No if you do not want to save this specification. The dialog closes and you are returned to the specification. Click the Close button in the ribbon. A dialog appears asking you if you wish to close the specification without saving your changes. Click Yes to close the dialog and clear the screen.)
14. The dialog closes. When the specification is saved to the utility, the following dialog appears, notifying you that the specification has been saved.

15. The import specification will now be available in the utility as part of your imports. It can be found in the My Imports area of the utility.

Import Options

The import specification may contain record processing options. When you set record processing options for your import specification, you are specifying what kind of records are admissible during the data import. For more information about import options available with the Assets import template, see "Asset Import Options".

Running an Asset Import

When an asset import is run, new assets are imported into IntelliTrack or existing assets are updated. To run an import see "Performing an Import" for more information.