Import from spreadsheet (xlsx) ​

If you already have an equipment list in Microsoft Excel, Google Sheets, Apple Numbers or another spreadsheet software (or are able to save or export as a .xlsx or .csv file), you can simply import it to Itefy.

To start an import, select Items > Add item in the main menu, then choose Import from spreadsheet. The import runs as a three-step wizard:

  1. Upload: Select the .xlsx, .xls or .csv file, and wait for it to be uploaded (should only take 1-2 seconds).
  2. Map columns: If the spreadsheet has several sheets, first make sure the one with your equipment items is selected in the Sheet dropdown. Then check that the field selected for each column is correct (Itefy auto-assigns recognized column names), or select another field from each column's dropdown — or None (skip column) for columns you don't want to import. At least the Name column must be mapped before you can continue.
  3. Review: Uncheck any rows you don't want to import. You can also make changes to the content of each cell — click the cell and edit its text. When ready, click Import … items and the equipment items are imported.

When the import completes you get a summary, and can either import another file or go to the items list.

Auto-assigned column fields ​

If the first row contains a column name that Itefy can recognize, it will auto-assign to that field. For instance, if the A1 cell contains the word Name, it will auto-assign the first column as item names. The first row is by default treated as column names, and is therefore unchecked for importing. However, if the first row contains an item, simply check the row in the Review step to import it.

These are the following column names that are recommended for the first row:

  • Name = The name of the equipment item
  • Unique ID = A unique identifier for the item, like licence plate number, product identifier etc.
  • Type = The equipment type, for instance Vehicle, Camera, Laptop etc.
  • PPR or Person Responsible = Name of the person responsible for the item. Is only added to the item if a user with a corresponding name is already present in the Itefy account.
  • Home Location = Name of the location where the item is to be stored when idle. Location will be automatically added if not present in the Itefy account.
  • Current Location = Name of the current location where the item is located at the moment. Added automatically if not present in the Itefy account.
  • Condition = The current condition of the item. Either Operative, Inoperative or Discarded. Other values are ignored.
  • Purchase date (or Acquisition date) = The date of when the item was purchased.
  • Expiry date (or Expiration date) = The date of when the item is expected to be taken out of operation.
  • Purchase value (or Acquisition value) = The price paid for the item at the purchase date, in the currency selected for the Itefy account.
  • Salvage value = The expected (sales) value of the item at the expiry date, in the currency selected for the Itefy account.
  • ImageURL = A main picture of the item can be linked to the item in this column. It must be a valid and complete URL (starting with http:// or https://) and the image file must be smaller than 10MB (most image files are).

You can download a free Equipment Database Spreadsheet Template from this blog article.

Limitations on the number of imported items ​

The number of items that will be imported is limited to the selected quota of the account. This can easily be increased under Settings > Subscription.

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