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Upload your existing records to Papertrail from a spreadsheet
Upload your existing records to Papertrail from a spreadsheet

Import your existing records from a spreadsheet

Charlotte Cannon avatar
Written by Charlotte Cannon
Updated over a week ago

If you already manage your inventory using an Excel, Sheets or Numbers spreadsheet, we can bulk upload your records straight into your Papertrail accounts to get you ready to go faster.

You'll need to download our template spreadsheet for your corresponding package. Click on your package below to download the correct import spreadsheet. Add your data into the correct columns then email it across to us and we'll take care of the rest!

Equipment Management
Compliance Management
Risk Management


​Please note - if you require the import template in another language, please contact us.

Please read the points below before filling in the spreadsheet:

Folders

To assist us in getting your data into your account quickly and cleanly, please ensure that you have set up a folder structure within your account and you know which records are going to go in which folder.

On the spreadsheet, state which folder each record is going into by entering the folder name into the first column.


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Records

Each record needs to have as a minimum:

  • Folder location - where you want the record to sit in the account

  • Name - of record

  • Frequency - how often you want to be reminded to inspect each record

  • State - we'll 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 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.
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Custom states and frequencies

The import spreadsheet includes a drop-down list of standard states and inspection frequencies.
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If you'd like a state or a frequency that is not offered as standard within Papertrail (for example, 'In stores' or '28th of every month') let us know and we can set this up on your account.
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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.

See related articles:

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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