How to Import Your Existing Records from a Spreadsheet
If you currently manage your inventory using an Excel, Google Sheets, or Apple Numbers spreadsheet, we can help you bulk upload your records directly into your Papertrail account. This gets you up and running faster, saving you time and effort.
Step 1: Download the Import Template
You'll need to use our specific template spreadsheet to ensure your data is correctly formatted for import. Click on your corresponding software package below to download the correct import spreadsheet:
Please note: If you require the import template in another language, please contact us.
Please read the points below before filling in the spreadsheet:
Step 2: Prepare Your Spreadsheet
Before filling in the spreadsheet, please review the important points below to ensure a smooth import process.
Folders: To assist us in importing your data quickly and cleanly, please ensure that you have set up a folder structure within your account and you know which records will go into which folder. On the spreadsheet, state the destination folder for each record by entering the exact folder name into the first column.
Records: Each record must have the following minimum information:
Folder location: Where you want the record to reside in your account.
Name: The name of the record.
Frequency: How often you want to be reminded to inspect this record.
State: We will assume this is 'safe for use' if left blank.
You can add as much optional information to your records as you like at this stage, such as unique identifier, purchase date, manufacturer, date of first use, etc.
You can also add your own custom fields that aren't already on the sheet.
Please let us know if you have added additional fields when you send the spreadsheet back to us.
It is also possible to set a specific date that an inspection is next due when uploading from a spreadsheet.
Custom States and Frequencies: The import spreadsheet includes a drop-down list of standard states and inspection frequencies.
If you require a state or frequency that is not offered as standard within Papertrail (for example, 'In stores' or '28th of every month'), please let us know, and we can set this up on your account for you.
You can also see How to Create a New Frequency in Frequency Manager.
Ready to get started?
Please contact us using the information at the base of this article if you would like your records uploading. We'll review your spreadsheet and let you know when it's suitable to upload into your account.
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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.