Importing Assets and Equipment

Introduction

In this article we will cover how you can bulk upload/ import your Assets and Equipment into the Fracttal system.

Equipment, also known as Assets or Physical Assets or Maintenance Significant Items can be bulk imported into the Fracttal system via a Excel based import sheet.

The system allows for an infinite amount of Equipment with an infinite amount of Parent-Child relationships to be formed. We do however recommend that you create no more than a 3 level equipment structure, Level 1 being the Main Equipment and Level 2 being the Sub-equipment and Level 3 being the Components.

The system can allow for multiple Equipment, each with various levels of Parent-Child relationships as displayed in the graphic above.

Importing Equipment

1. Access Import function

a. In the Fracttal main menu bar navigate to "Equipment" found under the Assets module

b. Click on the "Options" button 

c. Select "import"

2. Import Sheet

Data Fields

The following data fields/ headers can be imported for Equipment using the Fracttal bulk import function:

Importable Field	Restrictions/ Notes
Asset Name	Should not exceed 100 characters. Avoid using special characters
Asset Code	Try not to exceed 20 characters. This is not a limitation but helps with reporting if you don't have a lot of characters in your code
Make	Manufacturer
Model	Manufacturer model/ number
Serial Number	Unique serial number
Extra 1	User definable field. Often used to record equipment criticality ratings, but is essentially a grouping mechanism/ equipment differentiation field. Not to be mistaken with Custom field
Extra 2	See note on Extra 1
Barcode	Can be populated with equipment barcoded label data if applied to equipment
Type	Basically the asset type/ family the equipment belongs to
Group 1	Typically used to further delineate your asset types e.g. Type = Vehicle, Group 1 = Diesel
Group 2	See note on Group 1
Notes	Any internal notes or  technical details you want to add against the asset
Visible to all	This field should only contain Yes/ No. More for advanced users and if not populated will default to No meaning no user outside of the location/ facility the asset will be linked to will be able to see the asset.
Available	Advanced users only. This field should only contain Yes/ No. Used to specify if an asset is available for user or not.
Hours of average daily use	Use {hh:mm} format
Purchase Date	Use {yyyy/mm/dd} format
Parent Code	Refers to the Asset Code of the Location/ other Asset that this asset would be a child of in your asset hierarchy
Priority	Used to assign priority levels to your equipment.  If the Priority column is imported, it must contain a number with the following equivalence: Very high High Medium Low Very low
Cost Center	Refers to the cost center the asset will be linked to
Custom Field	Can only import custom fields you have specified in the system already. Can only import a single custom field.

 

Populate your import sheet with the required information

The following fields are required as a minimum [Orange]:

• Parent/Location Code [for this example the Tier 1 Site Code MS01]

• Facility Name

• Facility Code

The Following Fields are recommended [Yellow]:

• Type

• Group 1

• Group 2

The rest of the fields are available for import as additional data on the Facility [Green]

Import Sheet Formats

You can import your assets using the following document formats:

•  .xlsx, .xlsm, .xlsb, .ods, .xls, .xml

• The first line of the document should contain the titles of the columns/ column headers.

• There should be no formulas in any of the columns.

3. Import Data

a. From the drop-down, select the site that the data will be imported to [in this case Main Site {MS01}] 

Note: the Location "Main Site MS01" will remain the same regardless of which Level you are importing to, and should not be confused with the “Is Part of/Parent Location” field

b. Configure the Headers to match the import fields available in Fracttal with the column headers of your import sheet. 

Note: leave blank those fields which you wish not to import

c. When all the headers have been configured click the “Import” button to run the import

Delete Code

A Delete Code will appear after a successful import, use this code if you wish to reverse the import you just carried out.

This code will automatically be sent to the current active users email address. 

As back-up save the code by taking a screenshot or write down the code for safe keeping

.

4. View Completed Import

The Equipment have now been imported, notice the correlation between the import sheet you created, and the fields populated in the system

Click here to view an article on Equipment Register Navigation

Click here to view and article on Adding Equipment

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