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Import components from a CSV file

Overview

Add or update many components at once from a single CSV file, instead of entering them one at a time. Account Admins, Property Managers, and Reserve Analysts use Import to load a full inventory onto a new property or to update many components after a review.

Each import applies to the fiscal year you have selected when you start the import.

What this affects

  • Your component list. Rows without a "Component ID" create new components. Rows with a "Component ID" update the matching component.

  • Your categories and locations. A category or location in your file that does not already exist on the property is created as part of the import.

  • Your planning year. While a planning year is selected, importing updates the planning copy of your components only. Your current components do not change until planning is complete and a funding model is adopted.

Setup

  • Write access. You need write access to the Components module. See What Can Each User Role Do? (Role Permissions Reference) for which roles have write access.

  • Fiscal year. Check the fiscal year selector at the top of the screen before you import. The components you import belong to the year shown there.

  • Where Import is available. Import is available in the current fiscal year and in a planning (future) fiscal year. With a past fiscal year selected, Import is not available.

  • Template. Start from the CSV template rather than building your own file from scratch.

How-to

Step 1: Open the Import Components window

  1. Open the property, then select "Components" in the left navigation. This opens the Components page.

  2. If the property has no categories yet, select "Import Components" on the Components page. This opens the "Import Components" window.

  3. If the property already has categories, open the overflow menu above the component list and select "Import". This opens the "Import Components" window.

Step 2: Download the template

  1. In the "Import Components" window, select "Download CSV Template". This downloads a CSV file with the columns SmartProperty expects.

  2. For column-by-column guidance, select "Download Import Component Template Instructions". This downloads the instructions document.

The template includes sample rows. Delete the sample rows before you import the file.

Step 3: Fill in the template

  1. On each row, enter a "Category", a "Component Name", a "Component Type", and a "Source of Component Information".

  2. For a row whose "Component Type" counts toward reserves, such as "Reserve Component", also enter "Useful Life", "Remaining Useful Life", "Quantity", "Unit of Measure", "Replacement %", and "Unit Cost".

  3. To create a new component, leave the "Component ID" column blank on the row.

  4. To update an existing component, enter the "Component ID" of that component on the row.

  5. Save the file in CSV format.

A "Category" that does not already exist on the property is created by the import. A location you enter that does not already exist is also created. You do not need to create categories or locations ahead of time.

Step 4: Choose your file

  1. In the "Import Components" window, select "Browse". This opens your file browser.

  2. Choose your completed CSV file. The file name appears next to "Browse".

Step 5 (optional): Replace your entire component list

Use this step only if your file lists every component on the property. Otherwise, go to Step 6.

  1. Select "Show Advanced Options". This shows the advanced options.

  2. Select the checkbox labeled "Remove components that are not in the .csv file". A warning appears under the checkbox.

With the checkbox selected, the import removes every component on the property that is not present in your file. Leave the checkbox cleared to add and update only the rows in your file. Every other existing component is not changed.

Step 6: Import the file

  1. Select "Import Components". While the file uploads, the button shows "Importing Components...".

  2. When the import finishes, the window closes. The Components page shows "Components imported successfully" and the component list refreshes.

If the file has an error, no rows in the file are imported. The window closes and the Components page shows "Component import failed" with a list of errors. Each error names what needs to be fixed, and row errors name the row. Correct the file, then import it again.

Reference

Required columns

Column When required
Category Every row
Component Name Every row
Component Type Every row. The value must match a component type SmartProperty offers
Source of Component Information Every row. The value must match a source SmartProperty offers
Useful Life Rows whose component type counts toward reserves
Remaining Useful Life Rows whose component type counts toward reserves
Quantity Rows whose component type counts toward reserves
Unit of Measure Rows whose component type counts toward reserves
Replacement % Rows whose component type counts toward reserves
Unit Cost Rows whose component type counts toward reserves

Component ID

The "Component ID" column controls whether a row creates or updates a component. A blank value creates a new component. A value must match an existing component on the property, or the import fails.

The same "Component ID" cannot appear twice in one file.

Categories and locations

A category or location named in your file that does not already exist on the property is created automatically as part of the import.

Advanced settings not in the template

The downloadable template does not include expenditure cycle counts. To import a file that includes expenditure cycle counts, contact SmartProperty for an advanced template.

Using Export to prepare an update file

"Export", also in the overflow menu, produces a CSV of your current components with each "Component ID" filled in. Exporting your current components, editing the file, and importing the file again is a faster way to update many components than rebuilding a file from the template.

Troubleshooting

  • Import does not appear. Confirm you have write access to the Components module and that you are not viewing a past fiscal year.

  • The import failed. Check that every row has a "Category", "Component Name", "Component Type", and "Source of Component Information". Check that rows counting toward reserves have the additional required columns. Check that any "Component ID" matches an existing component and appears only once in the file.