Frontline Inventory & Help Desk Management
Frontline Inventory & Help Desk Management

Location Import Tool

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Location Update allows administrators to update asset locations in bulk for assets currently in the statuses "In Repair," "In Use," and "Available." Bulk updates can move assets to a different room, staff, or student location.

Location Update uses an Excel import file to process mass location changes. This feature is available only to users with the Admin role in Admin View. Other user roles do not have access to Location Import.

Caution: Review this entire article before using the “Location Update” tool.

Navigating to the Location Import Tool

  1. Navigation:
  2. Admin View
  3. Quick Links
  4. Location Update

Admin users can update asset locations in bulk using Location Import, located in the left navigation panel under "Admin Tools." Other user roles will not see this option.

Location Import menu option

Selecting Location Import opens a modal window to begin the import process.

Location Import modal

The “Import Details” panel on the left side of the modal summarizes the rules for this feature.

  • Import Type: Always set to "Location Import."
  • Required Fields:
Column Name Required Description
Tag Yes * Tag of the asset to be relocated. Either Tag or Serial Number (or optionally both) are required entries. After template file upload, the Tag Number entered must be found in the database for a successful asset relocation.
Serial Number Yes * Serial number of the asset to be relocated. Either Tag or Serial Number (or optionally both) are required entries. After template file upload, the Tag Number entered must be found in the database for a successful asset relocation.
Location ID Yes Location ID for the asset's new location. After template file upload, the Location ID entered must be found in the database and in an "Active" state for successful asset relocation.
Site ID Yes Site ID for the asset's new site. After template file upload, the Site ID entered must be found in the database and in an "Active" state for successful asset relocation.
Location Type Yes Location type for the asset's new location. Location Type must equal Room, Staff, or Student.
Status Yes The desired status for the asset once it is assigned to the new site and location.
  • Supported Status Changes: Accepts updates only for assets in "In Repair," "In Use," and "Available."
  • Assets in the following statuses cannot be updated through bulk location import: "Lost," "Stolen," "Pending Lost," "Pending Stolen," and all "Transfer" statuses.

Preparing Your .XLS or .XLSX Import File

A template file is available in the modal. Select the here hyperlink to download the template and enter your location update data.

Template download link

The template includes columns A–F, and row 1 contains the required column headers for “Location Import.”

Location import template example

Note: If you create your own spreadsheet, the field names and column order must match the template exactly.

To import your Excel file into Asset Management, follow these steps:

  1. Select Browse and choose your file.
  2. Click Import.
    • The system runs validations. If the file contains errors, a red validation error appears. All errors must be corrected before processing can continue.
    • The file is added to the “Import History” grid, with the most recent file listed first.

Note: Processing time depends on the number of records, the complexity of the updates, and other database activity. The import runs in the background, so you can continue working in the system.

Validation Type Action

File name length > 100 characters

  • Includes file name and file extension
  • Example: 95-character file name + .xlsx = 100 characters
 Error message: "File name maximum length is 100 characters long."
File name length <= 100 characters File is processed.

File contains columns only and no data rows

Empty file example

 Error message: "No data found in the 'SY Location' sheet."

File contains formatting but no data records

Formatted empty file example

 Error message: "No data found in the 'Sheet1' sheet."
File contains incorrect column names or column order Error message: "The columns are not named correctly or are in the wrong order."

Invalid file format

  • Examples: .txt, .ppt, .docx, .jpg, .pdf, .csv, .png, .doc
 Error message: "Invalid file format."

Import History: Error and Success Files

Admin users can access both error files and success files from Import History. These files help you review the outcome of the location import, correct issues, and confirm completed updates.

Import History grid

Error Report

If any records fail during processing, the system generates an error report in the same format as the import file, with an additional column G: "Exception Reason(s)."

Note: Each validation error is reported separately. If a single record has multiple issues, the error messages are comma-separated in the "Exception Reason(s)" column. Example: "Location ID does not exist, Tag does not exist, Site ID is not active."

Error report example

Correction and Reupload

Use the error report to identify and fix the problems in your import file. Before reuploading, remove the last column ("Exception Reason(s)") and confirm the file is still saved in a supported Excel format.

Successful File

Selecting the green page icon under “Actions” opens the successful task file. This file confirms which records were processed successfully and provides a reference for future tracking and verification.

If no records were successfully updated, only an error file will be available.

Successful task file example

Exception Reasons

Tag and/or Serial (required column in file)

Validation Type File Type Error Message or Result
Blank or missing Error file Tag or serial must be present.

Invalid

  • Tag is blank and Serial is invalid
  • Tag is invalid and Serial is valid
  • Tag is invalid and Serial is invalid
 Error file Tag does not exist.
Contains double quote character (")
  • Error file - Tag
  • Error file - Serial
  • Location Import does not support double quotes for tag.
  • Location Import does not support double quotes for serial.

Same serial assigned to two different tags in Asset Management

  • "Tag" is blank and "Serial" is valid
 Error file Serial must be assigned to an active tag.
Tag or serial is archived Error file Tag is archived.
Tag or serial belongs to a component asset Error file Tag is a component of Parent Tag (####).
Tag or serial has a restricted funding source Error file Tag has restricted funding source.
Duplicate tag or serial within the import file
  • Error file - Tag
  • Error file - Serial
  • Tag (####) is duplicated.
  • Serial (###) is duplicated.
Same asset referenced more than once in different rows Error file The asset for this Tag or Serial Number is found more than once.

Valid tag or serial

  • Both "Tag" and "Serial" are valid
  • "Tag" is valid and "Serial" is blank
  • "Tag" is valid and "Serial" is invalid
  • "Tag" is invalid and "Serial" is valid
 Success file
  • Record is processed.
  • "Status," "Location Type," and "Location ID" are updated from the imported file.

Location ID (required column in file)

Validation Type File Type Error Message or Result
Blank or missing Error file "Location ID" is missing from file.
Invalid or does not exist for any site Error file
  • Room - Room Number (###) does not exist for site (###).
  • Staff - Location type: Staff ID (###) not found.
  • Student - Location type: Student ID (###) not found.
Contains double quote character (") Error file
  • Room - Location Import does not support double quotes for Location ID.
  • Staff - Location Import does not support double quotes for Location ID.
  • Student - Location Import does not support double quotes for Location ID.
Inactive at same site or warehouse Error file
  • Staff ID (###) is not active.
  • Student ID (###) is not active.
  • Room Number (###) is not active.
Inactive at a different site Error file
  • Room Number (###) does not exist for site (###).
  • Staff ID (###) is not active.
  • Student ID (###) is not active.
Inactive at a different warehouse Error file
  • Room Number (###) does not exist for warehouse (###).
  • Staff ID (###) is not active.
Staff or student exists only at site A, not site B Success file
  • Staff or student from site A is created at site B.
  • The imported tag is reflected at both site A and site B for that staff or student.
  • If the tag is imported from site B, it appears in site A and no longer remains in site B.
  • If the tag is imported from site A, the tag remains within site B.

Staff or student exists at both site A and site B

  • Staff or student exists at both sites and the tag belongs to site A or site B
 Success file Tag from Site A or Site B is displayed for the common Staff or Student record present at both sites.

Site ID (required column in file)

Validation Type File Type Error Message
Blank or missing Error file Site ID is missing from file.
Invalid Error file Site ID does not exist.
Contains double quote character (") Error file Location Import does not support double quotes for Site ID.
Inactive - Site Error file Site ID is not active.
Inactive - Warehouse Error file Warehouse ID is not active.

Location Type (required column in file)

Validation Type File Type Error Message
Blank or missing Error file Location Type is missing from file.
Invalid - Site or Warehouse
  • Error file - Site
  • Error file - Warehouse
  • Location Type is not supported. Supported Location Types are "Room," "Staff," and "Student."
  • Students cannot be assigned to a warehouse.
Contains double quote character (") Error file Location Import does not support double quotes for Location Type.

Status (required column in file)

Validation Type File Type Error Message or Result
Blank or missing Error file Status is missing from file.
Invalid Error file Tag Status is not supported. Supported Statuses are "In Use," "Available," and "In Repair."

Contains special characters

  • Case 1: Available with extra special characters
  • Case 2: Available with special characters inside the value
  • Case 3: Available with trailing special characters
  • Case 4: Invalid status with special characters

Cases 1, 2, and 3: Success file

Case 4: Error file

Cases 1, 2, and 3: Special characters are removed first. If the remaining value is valid, the record is processed.

Case 4: Tag Status is not supported. Supported Statuses are "In Use," "Available," and "In Repair."

Status is not allowed for Location Import

  • Auctioned
  • Disposed
  • Lost
  • Recycled
  • Returned To Vendor
  • Sold
  • Stolen
  • Surplus
  • Used For Parts
  • Pending Transfer
  • In Transit
  • Pending Lost
  • Pending Stolen
 Error file Tag Status is not supported. Supported Statuses are "In Use," "Available," and "In Repair."

Tag already in a status not supported by Location Import

  • Tag is "Auctioned"
  • Tag is "Disposed"
  • Tag is "Lost"
  • Tag is "Recycled"
  • Tag is "Returned to Vendor"
  • Tag is "Sold"
  • Tag is "Stolen"
  • Tag is "Surplus"
  • Tag is "Used For Parts"
  • Tag is "Pending Transfer"
  • Tag is "In Transit"
  • Tag is "Pending Lost"
  • Tag is "Pending Stolen"
 Error file
  • Tag is in status of "Auctioned."
  • Tag is in status of "Disposed."
  • Tag is in status of "Lost."
  • Tag is in status of "Recycled."
  • Tag is in status of "Returned to Vendor."
  • Tag is in status of "Sold."
  • Tag is in status of "Stolen."
  • Tag is in status of "Surplus."
  • Tag is in status of "Used For Parts."
  • Tag is in status of "Pending Transfer."
  • Tag is in status of "In Transit."
  • Tag is in status of "Pending Lost."
  • Tag is in status of "Pending Stolen."

Status is "Available" for Staff or Student location types

  • Staff to Student
  • Student to Staff
  • Staff to Staff
  • Student to Student
 Error file
  • Tag Status is not supported for Location Type of "Staff."
  • Tag Status is not supported for Location Type of "Student."

Overall Record Validation

Validation Type File Type Error Message or Result
All required columns blank or missing Error file
  • Tag or serial must be present.
  • Site ID is missing from file.
  • Location ID is missing from file.
  • Location Type is missing from file.
  • Status is missing from file.
Multiple invalid values in the same row Error file
  • Location Type is not supported. Supported Location Types are "Room," "Staff," and "Student."
  • Tag Status is not supported. Supported Status are "In Use," "Available," and "In Repair."
  • Tag does not exist.
  • Site ID does not exist.
Contains double quote character (") in one or more fields Error file

Location Import does not support double quotes for Tag.

Location Import does not support double quotes for Serial.

Location Import does not support double quotes for Site ID.

Location Import does not support double quotes for Location ID.

Location Import does not support double quotes for Location Type.

Location Type is not supported. Supported Location Types are "Room," "Staff," and "Student."

Tag Status is not supported. Supported Status are "In Use," "Available," and "In Repair."

Tag does not exist.

Site ID does not exist.

Note: Double quotes are removed first, and then the validation error is written to the error file.
Entire row is duplicated in the file Error file Record is duplicated.

Record already matches the database or was imported previously

Example: the tag or serial already exists in Asset Management with the same status, location ID, site ID, and location type.

 Success file Record is skipped for update and appears in the success file.

Tag and Serial Validations

Tag and serial values must identify one active asset. At least one of these fields is required, although both may be included. If "Tag" is blank and "Serial" is provided, the import will fail if that serial matches more than one asset.

Note: Serial numbers are not required to be unique in Asset Management. If the import file uses only serial and multiple assets share that serial value, the row will generate an error.

Duplicate Detection

If a tag or serial appears multiple times in the import file, all matching rows are marked as duplicates. If two rows are fully identical, the first row is kept and the later identical rows are marked as duplicates.

Parent Tag and Component Tag Handling

When the location of a parent tag changes, all associated component tags inherit the new location automatically. Component tags cannot be moved directly through bulk upload.

If you attempt to move a component tag directly, the error message will read: "Tag is a component of Parent Tag (###)."

Location and Site Validations

Location ID and site ID must be linked correctly in the database and both must be active. The selected status must also be valid for the specified location type.

Status Change Error Handling

If the asset is currently in "Pending Transfer," "In Transit," "Pending Lost," or "Pending Stolen," the import will fail with an error similar to: "Unable to change status for tag in status of [status name]. Row [Row Number]."

Warehouse Location Handling

Bulk location import does not support warehouse containers. Warehouse locations can be assigned only to "Staff" and "Room" location types, not to "Student." Untagged inventory is not included in this import process.

Department Tag Assignment

Admin users with access to all departments and tags can update department-owned tags without additional restrictions.

Component & Parent Tags

  • Parent Tag: When the parent tag location changes, all associated component tags are updated automatically.
  • Component Tag: A component tag cannot be moved directly through bulk upload. Use the parent tag instead.

Restricted Funding Validations

If a tag has a restricted funding source that prevents it from moving to the requested site, the import fails and the error message reads: "Tag has restricted funding source."

This validation follows the same rules used in “Quick Transfers” and helps enforce funding restrictions during bulk location changes.

Note: Missing leading zeros can cause import failures. Excel may automatically remove leading zeros from fields such as "Tag," "Serial," or "ID." To preserve leading zeros, use one of the methods below.

  • Use a custom number format in Excel: Apply a custom number format to the affected column so Excel displays leading zeros. Microsoft documents this process in Using a Custom Number Format to Display Leading Zeros.
  • Open files containing leading zeros as text:
    1. Save the downloaded file as a .txt file.
    2. Open Excel and choose File.
    3. Select Open and browse to the saved .txt file.
    4. Select the file and click Open.
    5. In the Text Import Wizard, choose the correct options and select Tab if the file is tab-delimited.
    6. Click Finish to import the file while preserving leading zeros.
  • When data is exported to Excel or CSV, leading zeros may be removed by Excel automatically. Follow the steps above whenever leading zeros must be preserved.
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