> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/tools/import/import-data-from-a-spreadsheet.md).

# Import data from a spreadsheet

You can import data from an external spreadsheet to add or update records in your system. This process enables you to handle large data sets while ensuring that the data is accurate and consistent

## **Ensure data consistency**

Before you import asset data, complete the following tasks to ensure data consistency:

* Ensure that the spreadsheet includes all required collection fields.
* For all fields in the spreadsheet
  * Ensure the data structures match the required formats.
  * Ensure the field types are set properly (for example, numbers for numeric fields and text for text fields).
* Add any new custom fields to the collection that exist in the spreadsheet.
* Populate any supporting collection data (for example, employees, departments, or categories). For example, if your spreadsheet includes **Assigned To**, ensure that the listed employees already exist in the system. 
* Review the spreadsheet and remove any invalid or incomplete values to avoid errors.

For additional notes on formatting the external spreadsheet to ensure a successful import, see [Import spreadsheet notes](/tools/import/import-spreadsheet-notes.md).

***

## Import data <a href="#importing-new-data" id="importing-new-data"></a>

1. Prepare the Excel spreadsheet that contains the data to be imported. See [Ensure data consistency](#ensure-data-consistency).
2. Perform one of the following steps to display the module pane:
   * In the navigation pane, click the  **Account Switcher** <img src="/files/HHAqVbznZspClbgDBPVz" alt="Account Switcher icon" data-size="line"> and then select the appropriate account and module.
   * Click <i class="fa-house">:house:</i> to display the module pane.
3. Select the collection for which you want to import data (for example, **Assets**).
4. Click the drop-down arrow next to **Add** and then select **Import spreadsheet**. The **Import Settings** page is displayed.
5. Select whether to **Create Records** or **Update Records**.
6. If you chose to create records, click **Continue**. The **Update a File** page is displayed.
7. If you chose to update records:
   1. Select a **Template** option:
      * **No template**:  Import data without using a template.
      * **New template**: Create a new template using the steps of this import.
      * **Existing template**: Use the settings from a previously saved import template during this import.

   2. If you are using a template, enter the name of the import template.

   3. Click **Continue**. The **Update import settings** page is displayed.

   4. Under **Check for duplicates to update based on these fields**, select the fields that can be used to identify unique records to be updated.

      <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><ul><li>Selecting multiple fields to identify unique records may slow the import performance. </li><li>If the identifier matches more than one record, the row will fail.</li></ul></div>

   5. Under **Field(s) to update**, select the fields to update for each matching record.

      <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><ul><li>Only the fields you select will be modified. Other fields remain unchanged. </li><li>System fields, email fields (on user records), and auto-increment fields cannot be updated via import.</li></ul></div>

   6. Select **Save & continue.** The **Update a File** page is displayed.
8. Click in the main area of the page and then select the CSV (.csv) or Excel (.xlsx) file to upload.

{% hint style="info" %}
To download an Excel template for new record data, click **Download Excel template**. You can then edit the template file in Excel before selecting the file in this step.
{% endhint %}

9. If the import file contains multiple worksheets, select the worksheet in the file to import, then click **Confirm**. The **Select header row** page is displayed.
10. Select the row that includes the header information, and then click **Next**. The **Map Columns** page is displayed.
11. Map each spreadsheet column to the appropriate field under **Asset Panda Fields**. Fields with the same name are mapped by default.&#x20;

{% hint style="info" %}
You can click **Suggest mappings** to have the application recommend mappings based on column names.
{% endhint %}

12. Click **Next**. The **Review & Finalize** page is displayed. Rows with issues are highlighted in red.
13. Use one of the following methods to correct rows with issues:
    * To correct individual cells, double-click the cell and update the value.
    * To find and replace values in cells:
      1. Click **Find and replace**.
      2. Select an option to specify whether to update values in all columns or in a specific column.
      3. Enter the incorrect **Find** value to be replaced or select **All empty cells** to replace the value for any cell that is missing data.
      4. To make the text search case-sensitive (a≠A), select **Case Sensitive**.
      5. To only update cells that contain only the **Find** value, select **Exactly match the entire cell**.
      6. For **Replace with**, enter the correct text to be added to the selected cells.
      7. Click **Replace all**.
    * To delete all rows with errors, select **Delete all rows with errors**.
    * To download the error file and correct issues in the spreadsheet externally, select **Export** and then select an export option.

{% hint style="info" %}
If some rows have formatting issues, the system will still import the remaining valid rows. You can download an error file afterward to review and fix any rows that failed.
{% endhint %}

14. Click **Import**. The data is imported and records created or updated as selected.

{% hint style="info" %}
A message is displayed if errors exist in the import process. You can click **Export** to download the error file with highlighted issues. You can then fix the errors in the spreadsheet and reimport the corrected file.
{% endhint %}


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