# Importing Data from a Spreadsheet

Use the import feature to add or update records in your system. You can import data into your system by uploading a spreadsheet. This process enables you to handle large data sets while minimizing errors.

 

The importing process in Asset Panda involves five key steps:

1. **Access the Import Tool**: Locate and open the Import tool to begin the process.
2. **Upload Your Spreadsheet**: Upload the file containing the data you want to import.
3. **Map Fields**: Align spreadsheet columns to system fields to ensure accurate data transfer.
4. **Validate Data**: Review and resolve any errors to prevent failed imports.
5. **Finalize the Import**: Import clean data into the system and verify the results using logs.

 

Each step ensures that your data is accurate, consistent, and imported successfully.

## Before You Begin

*Follow these guidelines to prepare your data:*

 

**Ensure Data Consistency**

Before importing related data, populate supporting collections (like employees, departments, or categories). For example, if your spreadsheet references “Point of Contact,” ensure the employee exists in the system. 

 

***Tip:*** Ensure your spreadsheet includes all required fields. Match its structure to the required format. Create any necessary custom fields before importing.

 

**Match Field Data Types**:\
Confirm that each field in your spreadsheet matches the system's field type. For example, use numbers for numeric fields and text for text fields.

 

**Clean Up Your Data**:\
Review your spreadsheet and remove invalid or incomplete values to avoid errors.

 

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## Importing New Data <a href="#importing-new-data" id="importing-new-data"></a>

1. From the **left navigation pane**, select the desired collection (e.g., **Assets**).
2. In the collection view, click the **Add** dropdown menu in the top-right corner, and select **Import spreadsheet**.
3. Set Import Options:\
   \
   In the **Import settings** dialog:<br>
   * Select **Create Records** to add new data.
   * Select **Update records** to modify existing entries.
   * Click **Continue** to proceed. <br>
4. Download an Excel Template (Optional):
   * Click **Download Excel template** to download a pre-formatted spreadsheet for standard collections.
5. Upload Your Spreadsheet:
   * Click **Upload a File** and select your spreadsheet.
   * In the **Select a worksheet** dialog, choose the appropriate worksheet (e.g., **Assets**, **People**, or **Location**).
   * Click **Confirm** to continue.
6. Select the Header Row:
   * The system previews your spreadsheet. Select the row containing the column headers.
   * &#x20;Click **Next** to proceed.
7. Map Spreadsheet Columns to Asset Panda Fields:
   * Review the **Spreadsheet Columns** and **Sample Data** displayed.
   * Map each column to the corresponding **Asset Panda Fields**:
     * The system automatically maps fields with matching names.
     * Use the drop-down menu to manually map or unmap fields.
   * Click **Next** when all fields are mapped.
8. Review and Finalize Data:
   * The **Review & Finalize** screen summarizes the data:
     * **Clean Rows**: Rows without errors, ready for import.
     * **Rows with Issues**: Highlighted in red, requiring attention.
9. To fix errors:
   * Use **inline editing** to correct individual cells.
   * Click **Find and Replace** to update values in bulk.
   * Delete all rows with errors by selecting **Delete all rows with errors**.
   * If needed, click **Export** to download the error file and fix issues in the spreadsheet.
10. Finalize the Import:
    * Once all errors are resolved, click **Import** to complete the process.
    * Monitor the import progress and refresh the collection to view the updated data. If errors persist:
      * The system will display a notification: **"There are still errors in your data"**.
      * Click **Export** to download the error file with highlighted issues.
      * Fix the errors in the spreadsheet and reimport the corrected file.

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