Purpose Statement

The Import Wizard enables users to bulk create and update asset records in First Due using a structured CSV file. This process reduces manual data entry, improves efficiency, minimizes errors, and helps maintain consistent asset information throughout the system.

Background Information

The Import Wizard is a centralized tool used across multiple First Due modules, including Assets, Personnel, and Training. While the data being imported may differ, the general import process remains consistent.

There are two primary workflows for importing assets, depending on the asset type and where the import is initiated.

1. Condensed Import Wizard Workflow (Equipment List Only)

• Accessed through Assets → Equipment List → Actions → Import Wizard.
• Does not include the Import Type or Validate Data steps.
• Includes an Import Analysis step to identify records ready for import and potential issues.
• Errors requiring changes to the CSV must be corrected and re-imported.

2. Full Import Wizard Workflow

• Accessed through Admin → Import Wizard.
• Also accessible through Assets → Apparatus List → Actions → Import Wizard or Assets → Location List → Actions → Import Wizard.
• Includes an Import Type selection to determine whether records will be added, updated, or both.
• Includes a Validate Data step, allowing users to review and correct information before completing the import.

Common use cases include:

• Initial system setup or data migration
• Bulk creation of new asset records
• Updating existing Equipment information, including assignments, testing dates, pricing, and descriptions
• Periodic asset audits and data corrections

Required Permissions

Users must have the appropriate permissions enabled to access asset lists and perform imports in First Due.

The following permissions are required based on the asset type being imported:

• Equipment Import - Allow
• Apparatus Read - Read, Create, Update, Delete
• Locations - Allow

If you cannot access the appropriate asset list or import functionality, contact your First Due administrator to verify that the required permissions are enabled for your role.

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Step-by-Step Guide

Method 1: Import from the Equipment List (Condensed Workflow)

This method is available only from the Equipment List and does not include the Validate Data step.

1. Access the Import Wizard from the Equipment List

• Navigate to the Assets module.
• Select Equipment List.
• Click Actions.
• Select Import Wizard.

The condensed Import Wizard will open, allowing you to begin uploading your Equipment records.

2. Prepare the CSV File

• Select the option to download the Sample Spreadsheet from the Import Wizard.
• Open the spreadsheet in Excel or another compatible editor.
• Review the available column headers and determine which data fields are applicable to your Equipment records.
• Populate the appropriate fields with your Equipment information.
• Save the completed file in CSV format.

CSV File Requirements:

• File type must be CSV.
• Maximum file size is 64 MB.
• Column headers should correspond to the appropriate First Due data fields.
• Required fields must contain valid information.
• Date fields should use the required format, such as MM/DD/YYYY.
• Numeric fields should contain appropriately formatted numbers.

3. Upload the CSV File

• Drag and drop your completed CSV file into the upload area, or click Browse File.
• Select the appropriate file.
• Confirm that the correct file has been uploaded.
• Click Next.

The system will attempt to automatically map matching CSV column headers to the corresponding First Due fields.

4. Review and Map Fields

• Review the column mappings displayed in the Map Fields step.
• Confirm that the CSV column headers correspond to the correct First Due data fields.
• Locate any fields that were not automatically mapped.
• Use the available dropdown menus to manually select the appropriate fields.
• Verify that all required fields are mapped correctly.
• Click Next.

5. Review Import Analysis

After mapping the fields, the system analyzes the uploaded records.

• Review the Import Analysis results.
• Confirm the number of records ready for import.
• Review any identified errors or duplicate records.
• If duplicate Equipment IDs are identified, review the available options to skip those records or overwrite existing records.
• If errors are identified, review the error information and download the available error file.
• Click Next to proceed with the eligible records.

6. Process the Import

• Allow the system to process the records selected for import.
• Review the import results.
• Update equipment placement errors, if necessary.
• Confirm the number of records successfully imported.
• Identify any records that failed or were skipped.
• Click Finish when complete.

7. Download and Correct Errors (If Applicable)

If records fail to import:

• Download the available error report.
• Open the downloaded file in Excel or another compatible editor.
• Review the error information, typically displayed in columns on the far right of the spreadsheet.
• Identify and correct the reported issues.

Common issues include:

• Invalid date formats
• Incorrect numeric values
• Missing required information
• Invalid references to existing records
• Incorrectly mapped fields
• Save the corrected file in CSV format.

This is a sample of how the data errors appear in the downloaded file:

8. Re-Import Corrected Records

• Return to Assets → Equipment List → Actions → Import Wizard.
• Upload the corrected CSV file.
• Review and confirm the field mappings.
• Proceed through Import Analysis.
• Review the duplicate handling options, if applicable.
• Complete the import.
• Review the results and click Finish.

9. Verify Imported Equipment

• Return to Assets → Equipment List.
• Locate the imported Equipment records.
• Open and review the records to verify that the information imported correctly.
• Confirm relevant information, including:
  • Equipment ID
  • Equipment descriptions
  • Equipment assignments and placement
  • Testing and service dates
  • Purchase information
  • Other applicable Equipment fields

If corrections are needed, update the appropriate information in First Due or revise and re-import the CSV file.

Method 2: Import from Admin → Import Wizard (Full Workflow)

The full Import Wizard includes an additional Import Type selection and the Validate Data step, allowing users to review and correct data before completing the import.

This workflow can be accessed directly through Admin or through the Apparatus and Location Lists.

1. Access the Full Import Wizard

• Navigate to the Admin module.
• Select Import Wizard.

Alternative Access Points:

• Assets → Apparatus List → Actions → Import Wizard
• Assets → Location List → Actions → Import Wizard

These options direct users to the full Import Wizard workflow.

2. Select the Import Type (Asset Category)

• Review the available import categories.

• Select the type of asset you want to import.

  Examples include:

  • Equipment
  • Locations
  • Department Apparatus
  • Aiding Apparatus
• Click Next.

3. Upload the CSV File

1. Download the Sample Spreadsheet for the selected asset category, if needed.
2. Prepare the CSV file using the appropriate column headers and data.
3. Drag and drop the file into the upload area or click Browse File.
4. Confirm that the correct file has been uploaded.
5. Review the number of columns automatically mapped by the system.
6. Click Next.

File Requirements:

• CSV format only
• Maximum file size of 64 MB
• Appropriate column headers and field values
• Required information populated

4. Choose the Import Mode

Select the appropriate option based on what you want to accomplish.

Add New Rows

Creates new records from the imported data.

Use this option when importing records that do not already exist in First Due.

Update Existing Rows

Updates records already in the system.

Use this option when modifying existing information, such as Equipment placement, testing dates, pricing, or descriptions.

Add or Update Rows

Allows the import to add new records or update existing records based on the matching identifier.

Use this option when your CSV file contains a combination of new and existing records or when you are unsure whether all records already exist.

• Select the appropriate import mode.
• Configure the matching field if prompted.
• Click Next.

5. Review and Map Fields

• Review the CSV column headers displayed on the left.
• Review the corresponding First Due database fields on the right.
• Confirm that automatically mapped fields are correct.
• Use the dropdown menus to manually map any fields that were not matched.
• Ensure all required fields are mapped.
• Click Next.

6. Validate Data

The Validate Data step allows you to review and modify imported information before completing the import.

• Review the validation table containing the mapped CSV data.
• Identify any cells or fields highlighted with validation errors.
• Review the error details to determine what needs to be corrected.
• Double-click a cell to modify the value directly, where supported.
• Correct any invalid or missing information.
• Verify that all required fields contain appropriate values.

Common Validation Errors

• Date fields: Dates may require the MM/DD/YYYY format, using a two-digit month, two-digit day, and four-digit year.
• Numeric fields: Values must be formatted appropriately for the selected field. Invalid characters or nonnumeric values may trigger errors.
• Field mappings: Incorrectly mapped columns can result in validation errors or inaccurate data.

Additional Validation Tools

The Validate Data step also provides tools for reviewing and modifying larger datasets.

• Add Row: Add additional records.
• Bulk Edit: Update a selected field across multiple records.
• Find & Replace: Locate and replace values.
• Bulk Delete: Remove selected records from the import dataset.
• Filters: Display records based on available criteria, including records with errors.
• Pagination: Navigate through multiple pages of records.
• Clear Mapping: Remove an incorrect field mapping.
• Reset: Revert applicable changes made during validation.

Once all required corrections are complete, click Next.

7. Process the Import

• After completing validation, click Next to begin the import.
• Allow the system to process the records.
• Review the import summary, including:
  • Total records processed
  • Successfully imported records
  • Failed records
• If all records import successfully, click Finish.
• If errors remain, download the available error file for review.

8. Verify Imported Data

• Return to the Assets module.
• Open the appropriate asset list.
• Locate the imported records.
• Review the information to confirm the records imported correctly.
• Verify that applicable assignments, dates, descriptions, and other fields contain the expected information.

If changes are required, update the records directly or revise the CSV file and complete another import.

Best Practices

• Use the Sample Spreadsheet: Download the template for the selected asset type to ensure the CSV contains the appropriate column headers.
• Start with a Small Batch: Import approximately 10–12 Equipment records before attempting a large import. This helps identify potential issues early.
• Use the Full Import Wizard for Large Datasets: The Validate Data step provides additional tools to review and correct information before importing.
• Verify Equipment IDs: When updating Equipment, ensure the Equipment ID matches the existing record in First Due.
• Review All Field Mappings: Do not assume every field has been mapped correctly simply because the system automatically matched several columns.
• Standardize Data Formats: Use consistent date and numeric formatting to reduce validation errors.
• Verify Existing Destinations: Confirm that users, Apparatus, compartments, stations, storage locations, Kits, and pouches already exist when using those fields to assign Equipment.
• Use Add or Update Rows When Appropriate: This option is helpful when a dataset includes both new and existing records.
• Review Validation Errors: Use the full Import Wizard's validation tools to identify and correct problems before processing the import.
• Maintain a Backup: Save a copy of the original CSV file before making corrections or performing bulk updates.
• Verify Imported Records: Always review the imported assets in the appropriate list to confirm the data and assignments are accurate.

Troubleshooting & FAQs

What is the difference between the condensed and full Import Wizard workflows?

The condensed workflow is available only through the Equipment List. It includes Map Fields and Import Analysis but does not include the Import Type selection or Validate Data step.

The full workflow is available through Admin → Import Wizard and through the Apparatus and Location Lists. It includes Import Type selection and Validate Data, allowing users to review and correct information before import.

Why don't I see the Validate Data step when importing Equipment?

You are using the condensed workflow accessed through Assets → Equipment List → Actions → Import Wizard.

To access Validate Data, navigate to Admin → Import Wizard and select Equipment as the import category.

Can I access the full Import Wizard from the Apparatus or Location List?

Yes. Selecting Actions → Import Wizard from either the Apparatus List or Location List directs you to the full Import Wizard workflow.

Does the Kit List use the same Import Wizard workflow?

No. The Kit List uses a separate direct CSV import process that does not include Map Fields or Validate Data.

Refer to Bulk Importing Asset Kits Using a CSV File for instructions.

What is the maximum file size for a CSV import?

The maximum supported CSV file size is 64 MB.

Why are some fields not automatically mapped?

The system attempts to match CSV column headers with existing First Due fields. If a column header does not match, the field may remain unmapped.

Review the Map Fields step and manually select the appropriate First Due field.

Why can't I find a specific field in the Map Fields step?

In the full workflow, the mapping interface displays the columns included in the uploaded CSV file.

If the field you need is missing, add the appropriate column to the CSV and upload the revised file.

What is the difference between Import Analysis and Validate Data?

Import Analysis is part of the condensed Equipment workflow. It reviews records for potential issues and duplicate identifiers before import.

Validate Data is part of the full Import Wizard workflow. It allows users to review, edit, and correct mapped data directly before importing.

Why am I receiving date or numeric validation errors?

The data may not match the expected format for the First Due field.

For example, date fields may require MM/DD/YYYY, while numeric fields must contain valid numeric values.

Review the field requirements and correct the values before proceeding.

What happens if the Equipment ID already exists in First Due?

The Equipment ID is used to identify existing Equipment records.

In the condensed workflow, duplicate Equipment IDs may be identified during Import Analysis, allowing you to review the available duplicate handling options.

In the full workflow, the selected import mode determines whether existing records are updated or new records are added.

Can I update existing Equipment records using the Import Wizard?

Yes. Include the existing Equipment ID in the CSV file and select an appropriate import mode or duplicate handling option.

You can update information such as Equipment placement, testing dates, purchase information, and descriptions.

What should I do if some records fail to import?

Download the error file and review the error details, typically located in the columns on the far right.

Correct the affected records, save the CSV, and complete another import.

Do changes made to the downloaded error file automatically update First Due?

No. Changes made to a downloaded CSV file are not automatically synchronized with First Due.

You must upload the corrected file and complete the import process again.

Can I undo an import?

The Import Wizard does not provide a standard undo option for reversing a completed import.

Always test with a small dataset and verify the information before performing a large import.