Purpose Statement
The Import Wizard enables users to bulk create and update asset records (e.g., Apparatus, Equipment, Locations, and Kits) using a structured CSV upload. This process reduces manual data entry, improves efficiency, minimizes errors, and ensures consistency across records in the system.
Background Information
The Import Wizard is a centralized tool used across multiple modules in First Due, including Assets, Personnel, and Training. While the data being imported may differ, the workflow remains consistent.
There are two ways to access the Import Wizard, and the workflow differs slightly depending on the entry point:
- From an Asset List (Apparatus, Equipment, Locations, Kits)
- From Admin → Import Wizard
The key difference:
- Admin Import Wizard includes a “Validate Data” step for in-system corrections before import
- List-based imports do not include validation, requiring error correction after import
Common use cases include:
- Initial system setup or data migration
- Bulk updates to existing asset records
- Periodic audits and data corrections
Important Note:
The screenshots and training video below will all demonstrate the Equipment import directly in the Import Wizard to show all workflows. The steps for all other asset types are the same.
Required Permissions
Users will need the following permissions to perform imports:
Asset Management permissions (Apparatus, Equipment, Locations, Kits, or Inventory)
Create/Edit permissions for the respective asset type
Access to the Import Wizard (if permission-controlled in your environment)
Admin permissions may be required for access via the global Import Wizard
If access is restricted, contact your system administrator.
Video
Step-by-Step Guide
Method 1: Import from Asset List (No Validate Data Step)
1. Access the Import Wizard from an Asset List
Navigate to the Assets module.
Select a specific list (e.g., Apparatus List, Equipment List).
Click Actions → Import Wizard
2. Prepare the CSV File
Open the CSV template in Excel or a compatible editor
Populate required fields and any optional data
Ensure formatting matches system requirements:
No special characters in headers
Consistent date formats
No blank required fields
Save the file as a CSV format
Asset-Specific Field Examples:
| Asset Type | Unique Fields |
|---|---|
| Apparatus | Unit Type, Fleet Assignment |
| Equipment | Serial Number, Manufacturer |
| Locations | Facility Name, Address Identifiers |
| Kits | Kit Name, Grouping Fields |
Warning:
For the import to automatically assign equipment, inventory, or kits to the appropriate user or destination, the following information must be entered:
Column Name - User
Must be the email address in that users First Due profile
Column Name - Apparatus Name
Must match the destination apparatus that is already in the system
Column Name - Compartment Name
Must match the destination compartment that is already in the system
Column Name - Station Number
Must match the location (station) number
Column Name - Storage Name
Must match the name of the storage built out at the station number above
Column Name - Kit Name
Must match the name of the kit that the inventory or equipment is being associated with
Column Name - Pouch Name
Must match the name of the pouch created for the assigned kit above
3. Upload the CSV File
Select and upload your CSV file.
Review auto-mapped columns:
The system will automatically map matching fields.
(Optional) Download the sample spreadsheet for formatting guidance.
Click Next.
4. Review and Map Fields
Verify field mappings:
Left column = CSV columns
Right column = First Due fields
Manually map any unmapped fields using the dropdown.
Ensure all required fields are properly mapped.
Click Next.
5. Perform Import Analysis
- The system analyzes your dataset for:
- Duplicate records (based on matching fields)
- Data conflicts or potential errors
- Review the analysis results:
- Total records ready for import
- Records flagged with duplicate identifiers
- Choose how to handle duplicates:
- Skip these records – Do not import flagged rows
- Overwrite existing records – Replace existing data with imported values
- Click Next to proceed.
6. Process Import
- The system processes the import based on your selections.
- Review the results:
- Successfully imported rows
- Rows that failed or were skipped
7. Download and Correct Errors
Download the error report file.
Open the file and review the error columns (typically on the far right).
Identify issues such as:
Incorrect formats (e.g., dates not entered in MM/DD/YYYY)
Missing or invalid data
Correct the errors directly in the file.
Save the updated CSV.
This is a sample of how the data errors appear in the downloaded file:
8. Re-Import Corrected Records
Return to the Import Wizard.
Upload the corrected CSV file.
Select Add or Update Rows as the Import Type.
Complete the import process again to successfully import corrected records.
9. Verify Imported Data
Navigate to the appropriate module/list (e.g., Equipment List).
Confirm that records appear and data is accurate.
Method 2: Import from Admin → Import Wizard
1. Access Import Wizard from Admin
- Navigate to Admin.
- Select Import Wizard.
2. Select Import Type
- Choose the asset type (e.g., Equipment, Apparatus, Locations, Kits).
- Click Next.
3. Upload CSV File
- Upload your CSV file.
- Review auto-mapped fields.
- (Optional) Download the sample template.
- Click Next.
4. Choose Import Mode
- Select:
- Add New Rows
- Update Existing Rows
- Add or Update Rows
- If applicable, select a matching field.
- Click Next.
5. Review and Map Fields
- Confirm all mappings.
- Manually map any missing fields.
- Click Next.
6. Validate Data
- Review the dataset in the validation table.
- Double-click any cell to edit values directly.
- Use available tools:
- Add Row – Insert new records
- Bulk Edit – Apply changes across multiple rows
- Find & Replace – Quickly update repeated values
- Correct any errors or inconsistencies.
- Ensure all required fields are complete.
- Click Next.
Important Note:
In this step, data is corrected before import, reducing or eliminating the need for post-import error handling.
7. Process Import
- The system imports validated records.
- Review the summary results.
8. Verify Data
- Navigate to the appropriate asset list.
- Confirm records were imported correctly.
Best Practices
- Use the sample CSV template to ensure correct formatting
- Always review auto-mapped fields
- Standardize date formats (MM/DD/YYYY)
- Use Admin Import Wizard when possible to leverage validation tools
- Carefully review duplicate handling options during Import Analysis
- Use Add or Update Rows when re-importing corrected files
- Import in smaller batches for easier troubleshooting
- Keep a backup of your original dataset
Troubleshooting & FAQs
Q: What is the difference between Import Analysis and Validate Data?
A: Import Analysis (list-based) reviews duplicates and conflicts before import but does not allow editing. Validate Data (Admin) allows direct editing and correction before import.
Q: Why don’t I see the Validate Data step?
A: You are likely importing from an asset list. Use Admin → Import Wizard to access validation.
Q: What should I do when duplicates are found?
A: Choose whether to skip or overwrite records during the Import Analysis step, depending on your desired outcome.
Q: Do I need to re-import after fixing errors?
A:
- Admin method: Typically no
- List method: Yes, re-upload using Add or Update Rows
Q: Why is my file failing?
A: Common issues include formatting errors, missing fields, or incorrect mappings.
Q: Can I update existing records?
A: Yes. Use Update Existing Rows or Add or Update Rows with a matching field.
Q: Can I undo an import?
A: No. Imports are not reversible—test with small datasets first.