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 spreadsheet file), you can save it in XLSX format in simply import it to Itefy:
- In the main menu, select the Import items under Items.
- Select the .xlsx or .xls file, and wait for it to be uploaded (should only take 1-2 seconds). If the spreadsheet has several sheets, make sure to select the one with your equipment items in it.
- Check that the selected field for each column is correct (if auto-assigned*), or select another field from each dropdown (or none, if there is a column you don't want to import). You can also uncheck rows you don't want to import. You can even make changes to the content of each cell (click the cell and make changes in its text field).
- Click the Import selected items, then confirm, and the equipment items are imported.**
*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 threated as column names, and is therefor unchecked for importing. However, if the first row contains an item, simply check the row to import it.
These are the following column names that is recommended to be used on 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 Primary 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.
- Acquisition date = The date of when the item was purchased.
- Expiration date = The date of when the item is expected to be taken out of operation.
- Acquisition value = The price paid for the item at the acquisition date, in the currency selected for the Itefy account.
- Salvage value = The expected (sales) value of the item at the expiration 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 www.itefy.com/free .
**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.