If you have your Inspection Point data in an Excel spreadsheet, then this can be imported into the system which saves you having to create each Inspection Point and Location manually. 

It is important to have your import file formatted correctly, and this article will explain how. Please note: You will need a separate spreadsheet for each Inspection Category you are importing (e.g. Fire Extinguishers and AEDs will need separate spreadsheets).

Step 1 - Understand how the Location hierarchy works.

Before preparing your import, it is important to understand the Location hierarchy that is used within the app.

When trying to figure how to structure your hierarchy, we recommend starting at the lowest level (e.g. What room is it in?) and working backwards. The hierarchy is as follows:

  1. Organization:  This is the top level. If you manage inspections for multiple companies, then this will be the company name for your customer. If you are managing your own inspections, then this will be your company name. For this example, we will use NASA.
  2. Facility: Each Organization may have multiple Facilities. For this example, we will use Kennedy Space Center.
  3. Level 1 Location: This is typically a building name. For this example, we will use Apollo Saturn Center.
  4. Level 2 Location: This is typically the floor within the building. For this example, we will use Ground Floor.
  5. Location Description (aka Level 3 Location): This is the actual location for your Inspection Point(s). This is typically the room or hallway. For this example, we will use Main Reception.
If 3 Levels (building, floor, and room) doesn't make sense for your needs, then we advise that you simply repeat locations, for example you could use Apollo Saturn Center for both Level 1 & Level 2, and the room for the Location Description.


Step 2 - Ensure the Inspection Category configuration matches the import file.

The Types and Statuses you specify on the import file will be created if they do not already exist, but Properties need to be created before the import. A few examples of Properties are Serial Number, Manufacturer, Date Purchased, etc.

Please note: You will have to specify what date frequencies apply to any new Type created.

Start by logging into the web app. Click Inspections, then Inspection Points. Click the cog wheel next to the Inspection Category.


Types

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Properties

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Step 3 - Create the Facilities if they don't already exist

Any Facility listed on the import file must already exist as a Facility in the app.

Start by logging into the web app. Click Settings, then Organizations. Click the Organization, then click New Facility.


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Step 4 - Complete the Excel Spreadsheet

Now that you have all the pre-requisite steps taken care of, you now can prepare the spreadsheet for import. To begin, download the import template and use it as your starting point. Click on the following link to download the import template: Import Template.xlsx

NOTE: If you receive an error message stating 'The file couldn't open in Protected View', then follow the instructions in the following article Opening Excel Files in Protected View

Please note: You will need a separate spreadsheet for each Inspection Category you are importing (e.g. Fire Extinguishers and AEDs will need separate spreadsheets).

The import file has the following fields:

  • Facility Name (Required): For example, Kennedy Space Center.
  • Level 1 Location (Required): For example, Apollo Saturn Center.
  • Level 2 Location (Required): For example, Ground Floor.
  • Location Description (Required): For example, Main Reception.
  • Location ID (Optional): The unique Location ID. If you were to enter or scan this ID in the mobile app, the system would find any Inspection Points that exist within it. If you do not have IDs for your locations, remove this column, and the system will auto-generate IDs for you.
  • Inspection Point ID (Required): The unique Inspection Point ID. If the Inspection Point already has a serial number or asset ID then it's best to use that. Otherwise, either use the same value as the Barcode, or just use a sequential number similar to the Location ID.
  • Barcode (Optional): If the Inspection Point has a barcode or QR code, this is the value behind it. If you do not use barcodes or QR codes, you can remove this column, and the system will use the Inspection Point ID for it.
  • Status (Required): For example, In Service.
  • Type (Required): For example, ABC or CO2.
  • Properties (Optional): For example, Manufacturer. Each Property should have its own column.
  • Owner (Optional): This must be the email address of a current User. This field can be used to assign CAPAs for failed inspections or Observations.
  • Comment (Optional): This can be any additional information relative to each Inspection Point.

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You are now ready to do the import! The article Importing Inspection Points and Locations describes how to do the actual import.