Importing from a spreadsheet

If you already keep lists in a spreadsheet, you can bring them into QuipTrak. Save the sheet as a CSV file, then import it one list at a time.

Starting an import needs a plan in force. Rolling back does not.

Who can do this: Owners and admins. Other people see “Only owners and admins can import files.”

Import in the right order

On the Import page (under Setup in the menu), the card Bring in your existing lists shows six lists. Import them in this order:

1. Locations
2. Bins
3. Holders (vehicles, crews and other places)
4. Item types
5. Tools
6. Starting stock

Import the earlier lists first. Later files refer to earlier ones by name. For example, a bin must name a location that already exists.

People are not imported. You invite them instead. See roles and permissions.

Prepare your file

Select Download a template to get the header row for a list. These columns are required:

• Locations: name
• Bins: location and name
• Holders: type and name
• Item types: name
• Tools: item type
• Starting stock: item type, location and quantity

Each file can have up to 5,000 rows, 200 columns and 5,000 characters in each value. If your list is bigger, split it into smaller files. Commas, semicolons and tabs are detected automatically.

Import a file

1. On the Import page, click the button for the list you want, such as Import locations.
2. Select Choose a file, pick your CSV file and continue.
3. Under Match the columns, each field has a dropdown. QuipTrak matches columns with the same header name for you. Choose Not in this file for any field you don’t have. Fields marked required must be matched, and a column can be used for one field only. Select Continue.
4. Under Check the file, QuipTrak says “N of M rows are ready.”
5. When every row is ready, select Import N rows.

Nothing is written until every row passes the check. If a row fails, fix the file or the column matching, then check again.

When the import finishes, you see “Import finished”. Select View (for example View locations) to see the records, or Back to imports.

Two problems come up often:

• “No location with this name exists. Import locations first.”
• “This already exists in QuipTrak.”

QuipTrak lists only the first 500 problems. If data changes between the check and the import, check the file again.

Roll back an import

Past imports are listed in the Past imports table, for the last 100 imports. To undo one, click Roll back for that file. Each import can be rolled back once.

• Records nobody has touched are removed.
• Records that were used or changed since then are archived.
• Starting stock is reversed with an adjustment.