Purpose Statement

The Import CSV feature allows module managers to efficiently bulk-import checklists into First Due's Assets module by uploading a properly formatted CSV file. This streamlines the setup process for departments transitioning from other systems or creating multiple similar checklists, eliminating the need to manually build each checklist item-by-item within the platform.

Background Information

Asset checks and equipment inspections are critical compliance requirements for fire and EMS agencies. Many departments maintain these checklists in spreadsheet formats or legacy systems. First Due's CSV import functionality enables administrators to quickly migrate existing checklists into the platform while maintaining data integrity and standardization.

Common Use Cases:

• Migrating existing checklists from spreadsheets or other software systems
• Bulk-creating multiple similar checklists with minor variations
• Standardizing checklists across multiple stations or apparatus
• Implementing department-wide checklist templates created by training officers

Prerequisites:

• A properly formatted CSV file containing your checklist data
• CSV file must follow First Due's checklist import template structure
• Access to the Assets module Setup area

Required Permissions

To import CSV checklists, users must have the following permissions in First Due:

• Assets Module Access - Full access to the Assets module
• Assets Setup Permissions - Administrative rights to access Setup functions
• Checklist Management - Permission to create and modify checklists

Note: These permissions are typically assigned to Module Managers, Administrators, or Training Officers. Contact your system administrator if you need these permissions enabled.

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Step-by-Step Guide

1. Navigate to Checklist Management

From your First Due dashboard, locate the Assets module in the left navigation menu and click on Setup. Within the Setup area, click on Checklist to open the checklist management interface.

2. Initiate CSV Import

Click the Import CSV button to open the file upload dialog.

3. Select Your CSV File

Click Choose File and navigate to the location where your CSV file is saved on your local computer. Select the appropriate CSV file containing your checklist data.

[Screenshot placeholder: File selection dialog with Choose File button highlighted]

4. Import the Checklist

After selecting your CSV file, click the Import button to upload and process your checklist data into First Due.

5. Verify Import Success

Your imported checklist will now appear in your Checklist library. The checklist is ready to edit, assign to assets, or deploy to field users.

Best Practices

CSV File Preparation:

• Always use First Due's official CSV template to ensure proper formatting
• Validate your CSV file for formatting errors before importing (extra commas, missing columns, special characters)
• Keep backup copies of your original CSV files for reference
• Use descriptive checklist names that clearly identify the purpose and equipment type

Data Quality:

• Review imported checklists immediately after upload to verify all items transferred correctly
• Test imported checklists with a sample asset before deploying department-wide
• Standardize naming conventions across all checklists for consistency
• Include clear, concise item descriptions that field users will understand

Workflow Efficiency:

• Import similar checklists in batches to save time
• Create master CSV templates for common equipment types
• Document your CSV formatting standards for future imports
• Consider creating station-specific or apparatus-specific variations from a master template

Common Mistakes to Avoid:

• Don't import CSV files with incorrect column headers or missing required fields
• Avoid special characters in checklist item names that may cause import errors
• Don't skip the verification step after import—always review the results
• Never import checklists without first backing up existing data if overwriting

Troubleshooting & FAQs

Q: My CSV file won't import. What should I check?

A: Verify the following:

• File is saved as .CSV format (not .XLSX or other spreadsheet formats)
• Column headers exactly match First Due's template requirements
• No empty rows or columns in the middle of your data
• Special characters are properly escaped or removed
• File size is within acceptable limits

Q: Some checklist items didn't import correctly. What happened?

A: This typically occurs when:

• Data contains formatting issues (extra commas, line breaks within cells)
• Required fields were left blank in the CSV
• Character limits were exceeded for item descriptions
• Incompatible data types were used in specific columns

Solution: Export the imported checklist, compare it to your original CSV, identify discrepancies, correct the CSV file, and re-import.

Q: Can I update an existing checklist by importing a CSV?

A: Importing a CSV creates a new checklist. To update an existing checklist, you'll need to edit it manually or delete the original and import a revised version. Be cautious when replacing checklists that are already assigned to assets.

Q: What's the maximum number of items I can include in a single CSV import?

A: While First Due doesn't typically limit checklist length, extremely large checklists (100+ items) may be better divided into logical sections or multiple related checklists for better usability.

Q: Can I import checklists with conditional logic or branching questions?

A: Basic CSV imports support standard checklist items. Advanced features like conditional logic may require manual configuration after import. Refer to the Checklist Configuration documentation for details on advanced features.