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How to import your data using the Import Tool

The Data Import Tool makes it easy to upload your assets and safety equipment records into Papertrail in bulk.

Vicki avatar
Written by Vicki
Updated over 2 weeks ago

Before You Start

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-dd format.

  • 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

  1. Click Import Records (top-right of the screen).

  2. Click Select File or drag and drop your CSV.

  3. If successful, you’ll see the file details (name, number of records, and fields).

  4. If the file isn’t valid, you’ll see an error message and won’t be able to continue.

  5. 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:

  1. Click Validate to run a final check.

  2. 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.

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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.

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