This article will show how to quickly enter data into eMaint X4 using the Import Data tool.
1 - Preparing Spreadsheet
The data import tool allows you to use data from a spreadsheet to create multiple records in the system. You can also use this tool to make mass updates to existing records. This can save you hours of data entry time.
Download Import Template Here
When preparing a spreadsheet with the purpose of importing data into the X4 system, it’s important to understand the following rules:
The default file must be in CSV format (CSV Comma Delimited) or TXT (Tab Delimited).
The fields of the X4 system must be in the header.
The file must contain the key field for the table.
The file cannot contain spaces or special characters in the key field.
The text in the columns cannot exceed the maximum character length of the corresponding fields.
If you choose to go with the CSV format, the file cannot contain commas (,) or quotation marks (“) anywhere, so you would need to perform a “Find and Replace” on your spreadsheet before saving the file for import. If you choose to go with the Text format, then having commas and/or quotes won’t be a problem.
With these rules in mind, let’s create a simple spreadsheet to practice importing data into an account. Create a new Excel spreadsheet then follow the steps below:
A - Create 4 headers (Asset ID, Asset Description, Asset Type and Department). Each column will represent an existing field on your Asset form. Now populate the next four rows down with information about these Assets.
B - On the excel file, click the “Save” button, then “Save As”.
C - Make sure to select "CSV (Comma delimited)" or “Text (Tab delimited)” into the “Save as Type” area (save it in a folder where you can easily locate it in your computer).
2 - Importing New Data
Now that your file has been created properly, you are ready to import it into the Asset table in your X4 account:
A - Go to the main menu dropdown and under Administration, click the “Import Data” option
B - Select the “Assets” table from the dropdown menu.
C - Hit the “Proceed” button.
D - Click the “Browse” button and select the CSV or TXT file you have just created. If TXT was chosen, make sure to check “Strip out quotation marks” and change Import File Delimiter from Comma to Tab.
E - Hit the “Upload” button when you are done.
On this next screen you will need to match the Target Column with the Source Column to assure that the information on your spreadsheet will be sent to the right fields for the table you are importing into. When all fields are in order, click the "Proceed to Preview" button to continue with the upload.
The next screen shows a summary of the data to be imported. Review the list of exceptions and identify any problems with the data before finalizing the import. If you find any issues, you can edit the data on the spreadsheet to correct those lines and then start over. Keep in mind that there may be multiple pages of data, so check all pages for errors. The six lines in the list at the bottom of the screen represent the details of error codes, which correspond to the numbers in the left column.
Note - As you can see in the the image above, the header is being rejected because we do not want to import that.
Now, navigate to the Asset list in your account, filter for those records and you will see that they are now in the system.
Note - It may be necessary to adjust the length of the fields in your system to accommodate the data you wish to import. The number of characters in a field in eMaint is finite and any adjustments to it require you to run a process in the system called Verified Structures. By now you should know how to run Verified Structures, but if you need assistance with it, please contact eMaint technical support.
3 - Restoring a Table (Undoing an Import)
Prior to the import of your data, a restore point will be created. This restore point will be only available for 2 hours after initial import. After completing an import, review the affected areas and confirm that the import was completed accurately.
If for any reason you need to undo the import, follow the steps below to use the restore option:
A - Go back to the main menu screen and select the data import tool.
B - Select the table from the dropdown menu that you recently imported into (just like you did when importing).
C - Hit the “Proceed” button.
D - Now, right next to the upload button, you can also see a “Restore” button. Click on it.
E - The restore point will show you the date and time of your import (it will show you more that one option if you did more than 1 import to the same table in the last two hours). Hit the “Proceed” button when you are done.
Note - In the restore point field, the times are in Eastern Standard Time (EST).
WARNING - WHEN IMPORTING PARTS, TRANSACTIONAL HISTORY IS PERMANENTLY RECORDED IN THE SYSTEM. THIS TRANSACTIONAL HISTORY IS INTEGRAL TO INVENTORY ACCURACY THROUGHOUT THE SYSTEM AND CANNOT BE REVERTED. THEREFORE, IT IS IMPOSSIBLE TO RESTORE AFTER AN IMPORT TO THE PARTS TABLE.