The Import Equipment tab allows you to download and populate a CSV template which can then be uploaded to iPassport, creating equipment records en masse.
The template includes the main fields used by equipment records. The process is simple but particular care must be taken to enter the information accurately so iPassport can link to any lookup fields.
The Import Equipment tab is found by navigating to Laboratory Records > Equipment. This is only visible to users with the permission, “Equipment:Create Equipment” (included in the system role, “Administration Editor”). The user performing the operation will need this permission in all OUs listed in the CSV file being imported.
Simply click the underlined word, “here” in the message, “Click here to download a blank equipment import template in a format readable by iPassport.”
The template should open in any spreadsheet application.
Most customers use Microsoft Excel™ to process spreadsheets but the following advice can be applied in other similar applications.
On opening the CSV file in Excel the first step is to format all cells as Text cells. This is to avoid any confusion over date formatting (where Excel may try to be clever and switch the formatting to a pattern which iPassport cannot recognise).
To do this, first click the square in the top right corner of the sheet to select all cells. Then right click on any cell and choose Format Cells:
Select Text and click OK. This should avoid much pain when you reach the point of uploading your data into iPassport.
iPassport is used globally and different customers have different ways of formatting dates. Please ensure that all dates are formatted YYYY-MM-DD in the CSV upload. These will be converted to a standard iPassport date format once uploaded.
The following fields reference records elsewhere in iPassport. It is important that the spelling of these exactly matches the record name or iPassport will not be able to match them up. The lookup is case sensitive.
Capital Equipment? (Yes / No) is a required field and must be set to either Yes or No.
Once the spreadsheet is ready for importing, it must be saved/exported as a CSV file. The recommended CSV format is Unicode (UTF-8).
Your saved CSV file can then be uploaded to iPassport in the dotted area under Step 2.
Click inside the area to open the browser’s search and select window or drag the CSV file into it. The system will quickly reject any files not of the correct format.
iPassport will immediately perform a validation of the information on the sheet and it will report any problems it finds. All the errors must be fixed before it’s possible to move to the next step. With each iteration, remember to save the file in CSV format so it can be re-uploaded.
When there are no errors, click the Import Equipment button.
Once complete a summary of the import will be displayed.