Bulk Import

Import large amounts of data into Kuviq from external files.

Overview

Bulk import allows you to:

• Add many items at once
• Migrate from other systems
• Update existing records
• Save time on data entry

Supported Imports

What Can Be Imported

Data Type	Description
Items	Equipment, assets, inventory
Equipment Sets	Groups of items used together
Locations	Sites, buildings, areas
Users	Team members
Item Types	Equipment categories
Manufacturers	Vendor information
Inspection Data	Historical inspections

Import Wizard

Accessing Import

1. Go to Admin > Import or Settings > Import
2. Or from specific sections (Items > Import)
3. Click Start Import

Wizard Steps

1. Select Type - What to import
2. Upload File - Choose your file
3. Map Fields - Match columns
4. Preview - Review before import
5. Import - Execute import
6. Results - View outcome

Preparing Your File

File Requirements

Format	Supported
CSV	Yes (recommended)
Excel (.xlsx)	Yes
Excel (.xls)	Yes

File Guidelines

• First row should be headers
• One record per row
• Consistent data format
• No merged cells (Excel)
• UTF-8 encoding (CSV)

Column Headers

Use clear headers that match Kuviq fields:

Your Header	Maps To
Name	Item Name
Description	Item Description
Location	Location Name
Type	Item Type
Serial	Serial Number
Manufacturer	Manufacturer Name

Field Mapping

How Mapping Works

The wizard attempts to auto-match:

1. Analyzes your headers
2. Suggests matches
3. You confirm or adjust
4. Unmapped fields skipped

Mapping Interface

For each column:

• Your column name shown
• Dropdown to select Kuviq field
• Preview of data
• Skip option

Required Fields

Some fields are required:

Import Type	Required Fields
Items	Name, Item Type
Locations	Name
Users	Email, Name

Optional Fields

Map additional fields as needed:

• Description
• Serial number
• Custom fields
• Status
• Notes

Import Options

Duplicate Handling

Choose how to handle duplicates:

Option	Description
Skip	Don't import duplicates
Update	Update existing record
Create New	Create as new record
Error	Stop on duplicate

Identifying Duplicates

Match by:

• Name
• Serial number
• External ID
• Email (for users)

Validation Options

Option	Description
Strict	Stop on any error
Skip errors	Import valid rows
Log errors	Continue, report issues

Preview and Validation

Preview Screen

Before import, review:

• Total rows found
• Valid rows
• Rows with errors
• Sample data

Validation Checks

System validates:

• Required fields present
• Data types correct
• References valid (locations, types)
• No duplicate keys
• Values within limits

Error Display

For each error:

• Row number
• Column name
• Error message
• Original value

Fixing Errors

Options:

1. Fix in source file and re-upload
2. Edit in preview (if supported)
3. Skip problem rows
4. Cancel import

Executing Import

Starting Import

After preview approval:

1. Click Import or Start Import
2. Progress bar shows status
3. Wait for completion

During Import

You'll see:

• Progress percentage
• Records processed
• Success count
• Error count

Large Imports

For many records:

• May take several minutes
• Don't close the browser
• Can run in background
• Email notification when done

Import Results

Results Summary

After completion:

Metric	Description
Total rows	Records in file
Imported	Successfully added
Updated	Existing records updated
Skipped	Duplicates or errors skipped
Errors	Failed to import

Downloading Results

Get detailed results:

• Success log
• Error log
• Full report
• Original file with status

Error Report

For each failed row:

• Row number
• Error reason
• Suggested fix
• Original data

Importing Items

Item-Specific Fields

Field	Required	Description
name	Yes	Item name
itemType	Yes	Type name or ID
location	No	Location name or ID
serialNumber	No	Serial/asset number
manufacturer	No	Manufacturer name
status	No	Item status
description	No	Description text
customFields	No	Type-specific fields

Example CSV

name,itemType,location,serialNumber,manufacturer,status
Fire Extinguisher 101,Fire Extinguisher,Building A Floor 1,FE-2024-001,Kidde,available
First Aid Kit A1,First Aid Kit,Building A Floor 1,FAK-2024-001,Johnson & Johnson,available
Safety Harness 01,Safety Harness,Warehouse,SH-2024-001,3M,available

Custom Fields

Include custom fields for item type:

name,itemType,pressure_gauge,last_service_date
Fire Extinguisher 101,Fire Extinguisher,OK,2024-01-15

Importing Locations

Location Fields

Field	Required	Description
name	Yes	Location name
parent	No	Parent location name
address	No	Physical address
description	No	Description

Creating Hierarchy

Import parent locations first, then children:

name,parent
Building A,
Building A Floor 1,Building A
Building A Floor 2,Building A
Building B,

Importing Users

User Fields

Field	Required	Description
email	Yes	User email
name	Yes	Display name
role	No	Role (Admin, Manager, User)
locations	No	Assigned locations

User Import Notes

• Users receive invitation email
• Must accept to activate account
• Password set by user

Importing Equipment Sets

Equipment Set Fields

Field	Required	Description
name	Yes	Set name
description	No	Set description
location	No	Location name
items	No	Semicolon-separated item serial numbers

Auto-Detection

The import wizard automatically detects equipment set CSVs by their column structure — specifically the presence of name and items columns together. You can also select "Equipment Sets" manually from the entity type dropdown.

Example CSV

name,description,location,items
Climbing Kit #1,Complete climbing safety set,Warehouse,SN-001; SN-002; SN-003
Rescue Kit A,Emergency response equipment,Building A,SN-010; SN-011

Item Resolution

• Items in the items column are matched by serial number (case-insensitive)
• Items must already exist in the system before import
• Whitespace around serial numbers is trimmed automatically

Exclusivity Validation

Each item can only belong to one equipment set. The import validates:

• Within the import file: The same serial number cannot appear in multiple set rows
• Against existing data: Items already assigned to a set are flagged as conflicts

If any exclusivity conflicts are found, the entire import batch is rejected with details about which items conflict.

Template Download

A downloadable CSV template with sample rows is available in the Import Wizard when "Equipment Sets" is selected as the entity type.

Best Practices

Before Import

1. Backup data - In case of issues
2. Test first - Use small sample
3. Clean data - Remove duplicates, fix errors
4. Verify references - Locations, types exist

Data Preparation

1. Consistent formatting - Same date format
2. Valid references - Exact names/IDs
3. Required fields - All present
4. No special characters - In key fields

File Tips

1. Use CSV for reliability
2. Save Excel as CSV if needed
3. Check encoding (UTF-8)
4. Remove empty rows

Testing

1. Import small batch first
2. Verify data accuracy
3. Check relationships
4. Then import full set

Troubleshooting

File Won't Upload

Check:

• File size within limit
• Correct format
• File not corrupted
• Browser permissions

Mapping Issues

Check:

• Headers in first row
• No merged cells
• Consistent column order

Validation Errors

Common issues:

Error	Solution
Required field missing	Add column or data
Invalid reference	Check location/type exists
Duplicate found	Use different handling option
Invalid format	Fix date/number format

Import Fails

Try:

• Smaller batch
• Check error log
• Fix data issues
• Contact support

Next Steps

• Bulk Export - Export your data
• Data Formats - Format specifications
• Items Management - Creating items manually