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Assets EDBL

Distributor reference for the Assets EDBL import in Encompass: bulk add or update assets with Add Only, Update Only or Update or Add, and how AssetType and AssetCategory defaults apply. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • A default AssetCategory must exist in the system labeled 'Default'.

  • If you want to associate assets with specific AssetTypes, the AssetTypes should already exist in the system.

Steps

The Assets EDBL routine allows you to import assets into the system. Assets are tracked items that can be assigned various attributes based on their type. The routine automatically handles asset type associations and will use defaults when certain values are not provided.

The routine processes each record in your import file and does the following:

  1. If no AssetTypeID_Translation is provided, it will set it to 'Default'

  2. If both AssetTypeID and AssetCategoryID are missing, it will attempt to set the AssetCategoryID to the 'Default' category from the system

  3. The routine then processes records according to the selected import action:

  • Add Only: Adds new assets only, skipping records that already exist

  • Update Only: Updates existing assets only, skipping records that don't exist yet

  • Update or Add: Updates existing assets or adds new ones if they don't exist

The system will attempt to match existing records using the standard translation mechanisms

Fields And Definitions

The Assets routine inherits fields from both the Assets table and AssetTypes table. Key fields include:

  • AssetID: The system-generated unique identifier for each asset (generated automatically)

  • AssetName: The name of the asset

  • AssetTypeID: The ID of the asset type

  • AssetTypeID_Translation: The name or external identifier of the asset type to link to

  • AssetCategoryID: The ID of the asset category

  • Status: The status of the asset

  • SerialNumber: The serial number of the asset

  • Cost: The cost value of the asset

  • InstallDate: When the asset was installed

Additional fields from the Assets table can also be mapped in your import file

Best Practices

  • Always include an AssetName for each asset to ensure proper identification

  • Provide AssetTypeID_Translation values that match existing asset types in your system

  • If you're unsure about asset types, either ensure a 'Default' asset type exists or create the necessary asset types before importing

  • When updating assets, include a unique identifier (like AssetID or another unique field) to ensure proper matching

  • Use descriptive serial numbers or asset identifiers to make assets easier to locate

  • Include as much detail as possible for each asset to improve tracking and management

  • Test your import with a small sample file before running a large import to verify correct behavior

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