Purpose Statement

The Bulk Import Kits feature allows administrators to quickly add multiple Kit records into the Assets module using a CSV file. This process reduces manual data entry, improves efficiency, and helps agencies quickly populate their inventory records when onboarding or updating equipment information.

For information on creating and managing Kit records individually, see Managing Kit Records, which covers how to create, edit, duplicate, archive, and delete Kits. Kits can also be created individually while configuring Compartments and Storages.

Background Information

Kits are used to track collections of equipment and supplies within the Assets module. Rather than creating each Kit manually, administrators can import multiple Kit records at once using a properly formatted CSV file.

The import process requires the use of a CSV file that matches the system's supported format. A sample spreadsheet template is available directly from the import screen and should be used when preparing data for import.

Common use cases include:

• Initial system implementation
• Migrating Kit records from another system
• Adding large numbers of Kits at one time
• Updating inventory structures across multiple apparatus or facilities

Required Permissions

Users must have permissions that allow access to the Assets module and Kit management functions.

Recommended permissions include:

• Assets Module Access
• View Kits
• Create Kits
• Import Assets Data (if applicable within your agency's permission structure)

If you are unable to access the Import CSV option, contact your system administrator.

Video

Step-by-Step Guide

1. Navigate to the Kit List

• Select the First Due logo in the upper-left corner of the screen.
• Open the Assets module.
• Navigate to Kit List.

2. Open the Import Tool

• From the Kit List page, select Actions.
• Choose Import CSV.

3. Download the Sample Spreadsheet (Optional)

• Select Download Sample Spreadsheet.
• Open the downloaded file.
• Review the required column headers and available data fields.
• Enter your Kit information using the provided format.

4. Save the File as a CSV

• Verify all required information has been entered correctly.
• Save the spreadsheet as a CSV (.csv) file.
• Ensure the file size does not exceed 64 MB.

5. Select the Import File

• Select Choose File.
• Browse to the location of your completed CSV file.
• Select the appropriate file.

6. Import the Kits

• Verify the correct file has been selected.
• Select Import.
• Allow the system to process the file.

Step 7: Resolve Duplicate Kit IDs (If Applicable)

If the system detects one or more Kit IDs in the import file that already exist in the Kit List, a duplicate record prompt will appear.

Choose one of the following options:

Update

• Updates existing Kit records that have matching Kit IDs.
• Imports any new Kit records that do not already exist.
• Uses the Kit ID to locate and update existing records.
• Existing data such as placement, assigned user, service status, group, name, and other Kit details may be updated based on the information contained in the CSV file.

Reject

• Skips all rows containing duplicate Kit IDs.
• Imports only Kit records with unique Kit IDs that do not already exist in the system.
• Existing Kit records remain unchanged.

Cancel

• Cancels the import process.
• No records are imported.
• A file containing the duplicate Kit records is downloaded for review.
• Update the duplicate Kit IDs within the CSV file before attempting the import again.

Step 8: Verify the Import Results

1. Review the import confirmation message.
2. Confirm the number of Kits imported successfully.
3. Return to the Kit List and verify the new or updated Kit records appear as expected.

Best Practices

• Always download the latest sample spreadsheet before creating an import file.
• Verify column headers remain unchanged from the sample template.
• Review Kit names and details for consistency before importing.
• Perform imports during low-activity periods when importing large datasets.
• Confirm imported records after the import completes.
• Maintain a backup copy of your CSV file for future reference.

Avoid:

• Modifying required column headers.
• Uploading files that are not in CSV format.
• Exceeding the 64 MB file size limit.
• Importing duplicate records without first reviewing existing Kits.

Troubleshooting & FAQs

Why can't I see the Import CSV option?

Your user account may not have the required permissions to create or import Kit records. Contact your system administrator for assistance.

What file format is required for import?

The file must be saved as a CSV (.csv) file.

Is there a file size limit?

Yes. Import files must be 64 MB or smaller.

Where can I find the correct spreadsheet format?

Use the Download Sample Spreadsheet option available within the Import CSV window.

What happens if my data does not import successfully?

Review your CSV file for formatting issues, missing required information, or modified column headers. Correct any issues and attempt the import again.

Can I create Kits without using the import process?

Yes. Kits can be created individually from the Kit List and during the setup of Compartments and Storages. See Managing Kit Records for additional information.