FAQs


Import/export

Here’s a list of the file types you can upload in AssetSonar:

Image formats:
JPEG
JPE
JPG
X-PNG
TIFF
GIF
BMP
vnd.adobe.photoshop
vnd.microsoft.icon

Sheet formats:
vnd.openxmlformats-officedocument.spreadsheetml.sheet
vnd.oasis.opendocument.spreadsheet
vnd.ms-excel
Excel

Doc formats:
vnd.openxmlformats-officedocument.wordprocessingml.document
vnd.oasis.opendocument.text
MSWord
PDF

Video formats:
QuickTime
MP4
3GPP
AVI

Executable formats:
EXE

Categories: Import/export, Items

The ‘export to CSV’ feature is currently available for the following areas of the system:

  1. Assets
  2. Asset Stock
  3. Inventory
  4. Users
  5. Locations
  6. Groups
  7. Vendors
  8. Members
  9. Reports
  10. Documents

Exporting Reports:

Open up a report from the Reports module, like the ‘All Active Assets’. To the right, you’ll see the Export button. From here, select your preferred exporting format.

You can also upload them to a Dropbox or Onedrive account.

Exporting Graphs:

Head to a graph report like the Asset Checkout Frequency. Click on the menu button on the right.

Choose between a host of different exporting options. Click ‘Download CSV’ to save the chart/graph or save it to print later. 

Category: Import/export

You can create document linkages for items right as you update or upload them via an Excel sheet. Furthermore, you can attach up to 5 public media file URLs upon item import.

But what are media file URLs? These are the web addresses that direct you to media files uploaded online. You can access these by right-clicking on an image, hitting ‘Inspect’, and viewing the source attribute (more on that below). However, it is important to note that these addresses appear differently depending on the domain. For this reason, you might have to edit your links before you can add them to your Excel file, prior to the import.

Editing Dropbox media file URLs

Dropbox links end in the code “dl=0” or “dl=1”. Update this to “raw=1” before adding them to the Excel sheet.

For example, the link https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0 needs to be edited to https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1. Once you’ve edited it, it’s ready to be copied to your Excel.

Editing all other media file URLs

Web addresses for media files generally end in their extension i.e. .jpeg for JPEG image type, .png for PNG image type, .gif for GIF image type, and so on. As an example, here’s what the URL for an image on our faq site looks like https://faq.assetsonar.com/wp-content/uploads/2019/05/businessman-riding-rocket-launching-from-smart-phones_70921-315.jpg. Notice how the image extension is at the very end of the address. Here’s how to get this address for your image.

  1. Navigate to the website where the image exists.
  2. Once here, right-click on the media file and hit inspect to see the HTML code for this element.
    inspect src url
  3. The field highlighted in yellow shows the public URL for this image. It appears as the ‘source’ attribute (src in HTML).
  4. Alternatively, you can right-click on the image, click on ‘Copy Image Address’, and paste this address to a text-box or text application to see what it looks like.
  5. If the media extension (.jpg, .png, etc) is at the very end of the address, it’s ready to be copied to your Excel. This is true for the image shown above where the URL is https://cdn-images-1.medium.com/max/800/1*G2pEuYF0d6lQgKusx0W3qQ.png.
  6. If the extension comes somewhere in the middle of the address, like https://example.com/images/television.png/112/dImL/, edit it to https://example.com/images/television.png.

Forming linkages

Once you’ve edited your public media file URLs, you can now copy them to your Excel. Add up to 5 document links – separated by commas – into a column in your excel sheet. Remember to assign them to the “Document attachments” mapping upon import. They should look something like this: https://upload.wikimedia.org/Item46.jpg, http://bizplus.net/TransferDoc.jpg

Associating documents from the Account library

You can also associate documents right from the AssetSonar Document’s Library (Items  Documents) during the import. Just replace one (or more) of the public URLs with the file-name of the document.

e.g. “Flowchart12.jpg, https://upload.wikimedia.org/Item46.jpg“.

Exporting document list

Lastly, you can export a list of all your documents from More → Documents → Export → CSV. The export would include links to the URLs of each document. 

Export to CSV

Category: Import/export

Here are some things you should be aware of before you begin importing data to AssetSonar:

  1. The first step is to make sure you’ve finalized the mapping of your excel sheet columns to fields in AssetSonar. Take a look at the predefined fields with Assets, Asset Stock and Inventory. If they are not sufficient, add Custom Fields from More –> Custom Fields. 
  2. There should not be any merged cells in your excel sheet. 
  3. There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files. 
  4. All dates should be in the mm/dd/yyyy format. 
  5. For yes/no fields e.g. ‘Retire?’, put yes against the Assets that should be in a retired state when imported. 
  6. Asset Identification Numbers (if you’re using them) have to be unique. There shouldn’t be any repetition of an Identification Number in your excel sheet. Moreover, they should only contain Alphabets and Numbers (no special characters, spaces, etc.). 
  7. All names (except for locations) should at least be 3 characters long. If you have a vendor called HP, call them HP Laptops!  
  8. When you’re uploading files, previewing an import, or creating records; do not refresh the page or take any actions there. This will ensure that the process completes smoothly. You can continue working with AssetSonar in a new tab/window. 
  9. When importing inventory records, if you give quantity to be added to stock, the Stock Price column must be mapped. 
  10. When importing members, if you choose for them to be subscribed to emails, the Email column must be mapped. 
  11. Make sure you have only one excel sheet in your document. 
  12. Email addresses cannot be added in as hyperlinks
  13. Ensure that email addresses for existing Users in your AssetSonar account do not start with ‘mailto:’. This is an example of an email address that won’t be imported: mailto:example@donotemail.com.
Category: Import/export

Sync logs give you information on which users or devices are being synced and transferred through your integrations. You can have direct visibility on whether your integrations are working properly or not.

Sync logs for devices

From the provisioning main page, click on the Logs tab. Every sync that has taken place is shown as an Event.

Click on ‘Assets Updated’ to view the assets that have been transferred during a specific sync session.

Sync logs for members

 

Go to the Members detail page and then click on ‘Sync Logs’.

Every sync log session will be shown as an Event along with the integration and the number of users that have been added or updated in a particular sync session.

Category: Import/export

Item labels can only be generated if an item exists in our system. If you need the labels printed beforehand, an easy workaround is to create Placeholder Assets.

For QR-Coded labels:

  • Add an Asset titled ‘Placeholder’. Then, clone it to make more copies of the placeholder Asset.

Note: You can only make 25 copies in one go.

OR

  • Use AssetSonar’s Excel import wizard.

To import as many as 1000 placeholder Assets at a time, use an Excel sheet and fill a column that just says Placeholder. Here is an Excel file that you can use for 100 placeholders. You can drag a row in excel to create more.

Placeholder Assets (Excel sheet).

For Barcoded labels:

Record the BIOS Serial Numbers of IT Assets and Serial Numbers of non-IT Assets beforehand into an Excel sheet. Import the Excel sheet and map values as follows:

  1. For IT Assets: Map BIOS Serial Numbers onto the BIOS Serial Number fields.
  2. For non-IT Assets: Map serial number onto the AIN fields.
    Placeholder Excel sheet example, using barcodes.

If you want Placeholder Assets to be hidden from your users, you can retire them. When attaching the label to an item in the future, unretire/reactivate the Placeholder Assets by following the pathway: Actions Activate from the Asset Listings or Asset Details page.

Further information:

See how to export data for commercial printing

How to import items into AssetSonar using Excel?

QR-Code vs. Barcode – Issues, Practices, and Recommendations

Categories: Import/export, Items

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