How to Import Records into Papertrail
Before You Start To access the Import Tool, ensure that the appropriate permissions are set for your account. Once enabled, it is available to all administrators at no additional cost.
To make sure your import runs smoothly:
Each record must include at least:
Name, Folder, Frequency, and State.If you would like your records to import from our Product Directory, please insure your import has Manufacturer and Product Code for each asset. This will ensure it has the correct checklist/uploads/image etc.
All Frequencies, States, Folders, and Blueprint Fields should already be set up in your account. The import tool can’t create new ones.
Your file must be in CSV format (one sheet per upload).
File & Field Requirements
Here’s what you need to know about fields:
Name – text (cannot be blank).
Folder – use the folder path (e.g.
/Carabiners).Frequency / State – must match existing values in your account (e.g. “Monthly” or “Safe for use”).
Tags / Certifications – comma-separated (e.g.
yellow,site1). These don’t need to exist in your account first.Money – numeric values in your account currency (e.g.
59.99).Date – must be in
yyyy-mm-ddformat.Barcode – number format.
RFID, String, Identifier, Textarea – text values.
Integer – whole numbers only.
Any other blueprint fields will be validated based on their type. If something doesn’t match, the tool highlights it for you.
Step 1: Upload Your File
Click Import Records (top-right of the screen).
Click Select File or drag and drop your CSV.
If successful, you’ll see the file details (name, number of records, and fields).
If the file isn’t valid, you’ll see an error message and won’t be able to continue.
Click Next.
Step 2: Match Your Columns
Papertrail will try to match your CSV columns with your account fields.
Any unmatched columns can be mapped manually using the Match Column dropdown.
You must either match or ignore every column.
Once done, click Next.
Step 3: Review & Validate Data
Here you can check and edit your data in a spreadsheet-style grid.
Columns: Show, hide, resize, or reorder.
Pagination: View 25+ rows per page and navigate easily.
Filters: Filter data to find what you need.
Error toggle: Hide correct rows and focus only on errors.
Editing: Double-click a cell to edit. Changes save automatically.
Copy & Paste: Works just like Excel (⌘+C / ⌘+V on Mac, Ctrl+C / Ctrl+V on Windows).
Dates, Folders, State/Frequency: Use the built-in picker or dropdown.
Once all data is correct, click Validate. Errors will be highlighted in red. When everything is valid, the Next button will activate.
Step 4: Add Records to Papertrail
In the final step, Papertrail tries to match your records with products in the Papertrail Product Directory:
Exact Match → Confirm and proceed.
Multiple Matches → Choose the correct one.
No Match → Search again or leave blank (the record will still be created with your provided data).
When satisfied:
Click Validate to run a final check.
Click Submit to complete the import.
You’ll return to the Data Import screen, where you can monitor progress.
🎉 That’s It!
Your records are now safely imported into Papertrail. From here, you can manage inspections, add more details, and keep everything compliant and up to date.
Troubleshooting the Import Tool
If you encounter issues with the Import Tool, try the following steps:
Refresh Your Browser: After updating permissions or settings, refreshing your browser can help the tool appear.
Check Browser Updates: Ensure your browser is up-to-date to avoid compatibility issues.
Verify Permissions: Double-check that the Import Tool has been enabled for your account and that you have the necessary administrative rights.
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Still can't find the answer you need? We'd love to help!
Contact our Customer Support Team via the chat button in the lower right corner of the screen, on +44 (0)1248 719270 or at support@papertrail.io.