How To Import Assets with the ToolSense Excel Import Tool

Prerequisite and Preparation

To access the Excel Import function, click on the More button in the top right corner and select Import Assets.

Excel Import Template

Once there, you’ll have the option to download an Import Excel Template. This is the most convenient way to use our import tool. You can map your existing data to the template spreadsheet, making your import process quick and easy.

If you prefer not to map your data in advance, you can also do it during the import process. For a smoother experience, we recommend renaming the column headings in your spreadsheet to match the field names used in ToolSense Assets (e.g., model = type, serial = serial).

Struggling to match the data correctly? Add an example asset manually to your account and click on More > Export Excel to view the data and it’s structure.

Step by Step Import

1. Upload File

Upload your asset file. Simply drag and drop your file or select it via the “Select File“ button.

2. Mapping

You’ll now see the mapping overview.
If you used the import template or matched your column headings with our field names, ToolSense will automatically suggest the correct mappings. You just need to quickly verify them.

If you’re using your own file without matching column headings, please review all relevant fields and map them accordingly. Otherwise, the system may not recognize the data correctly.

In the mapping view:

• The left-hand side shows the column headings of your uploaded file.

• The right-hand dropdown lets you select the corresponding ToolSense asset fields.

For the Types & Categories, you will not find “TYPE” / “Category”, but:

• TYPE EN

• TYPE DE

• CATEGORY FR

• CATEGORY ……

The two letters displayed after the Type or Category give an indication about the language in which the type / category name will be imported. You can therefore import an asset for which its Type will be translated in multiple languages if this is necessary.

3. Verify

You’ll then see a final overview. The system will notify you if there are any errors found (e.g., missing serial numbers).

Click on Errors at the top to review any issues found.

The overview works like a spreadsheet - you can edit data directly if you only need to fix a few small mistakes.

You can delete or duplicate rows.

You can export a list including the error messages to edit it or contact our support team in case you need help.

For any relational data - such as types, categories, sites, and groups - ToolSense uses color codes:

• Yellow cells indicate values matched with existing data in the system (e.g., "category: car" already exists - it will be reused).

• Blue cells indicate new values that will be created.

In order to prevent creating unwanted duplicates, please verify if the data was correctly matched.

4. Import

If no errors are found, click Complete Import then confirm by clicking Submit and you’re done!

If you need support, feel free to contact us via support@toolsense.io or send us a message using the chat feature in the bottom-right corner of your ToolSense browser.