3.7 - How can I import existing databases into Timly?
With the updated CSV import feature, it's now even easier to import existing lists and other data sets into Timly. Additionally, it allows large inventory stocks to be quickly and easily set up automatically.
Access the "CSV Data Import" function in your personal menu and follow these four steps to import your existing data.
Import Process in Four Steps
1. Step: Type
Select a prepared CSV file using the "Upload a file" button or drag and drop it into the field. Preformatted CSV templates are also available.
2. Step: Mapping
The CSV table's header will be read, and the column names will be displayed. In the adjacent "Timly Attributes" field, select the corresponding Timly attribute from the dropdown menu. If certain column contents should not be imported, use the "Do not import" option. Important: An option must be selected for each column. If you use a preformatted CSV template, the mapping is done automatically since the Timly attribute names are already specified. On the right, example content from each column will be displayed if available. At this point, you can also add new attributes in Timly. These will later be incorporated into the inventory or personnel management.
You can adjust the delimiter used by clicking the "Delimiter" button. Additionally, you can choose whether to create new objects or update existing ones. There is a button for each option.
3. Step: Preview
Here, the formatting of the CSV file is validated. No import occurs yet. After the validation is complete, you will receive an overview with the following information:
- Number of processed rows
- Number of records to be created
- Number of records to be updated
- Errors
- Details of error types and error specifics
You can return to steps 1 or 2 to correct any errors. The actual insertion of records occurs only after you click the "Import" button. The import cannot be undone, so a confirmation prompt will appear beforehand.
4. Step: Results
After the import is complete, the results will be displayed similarly to step 3. Additionally, you can download an import report using the "Download" button. The import process is finalized by clicking the "Finish" button.
FAQs
Which categories can be imported?
Currently, records can be imported into the following categories:
- Objects
- Personnel
- Assignments via Check-in and Check-out
Work is already underway to add:
- Containers
- Tickets
- Organizational units
Which Timly attributes are always required?
The required attributes for objects are:
- Name (name)
- Root category (root_category)
- Organizational unit (location)
For updating a record, the following are also needed:
- Individual number (item_id)
- Reference number (ref_no)
- Inventory number (inventory_number)
- Serial number (serial_number)
For personnel, at least the following are expected:
- Last name (last_name)
- First name (first_name)
- Person type (person_type_id)
- Organizational unit (location)
How should CSV files be formatted?
Standard CSV file conventions apply. The records to be inserted must be listed line by line with a delimiter between attributes. Acceptable delimiters are semicolon, comma, TAB, and the vertical bar. Additionally, a header with the respective column names must be present. Empty column contents are allowed; in this case, the attribute will not be populated in the object.
Why is mapping so important?
Timly interprets the content separated by delimiters as individual attributes. These are the characteristics and additional information of each object. Therefore, you must specify for each column which attribute in the respective Timly category it corresponds to. If you want to import content that cannot be mapped to any existing attribute, you can create new attributes in step 2 of the import process.
Where can I find possible attributes for CSV import?
After opening the CSV Import function, the possible attribute names for the category to be imported are displayed in an overview below the selection area of the input mask. You can also download sample files with prefilled attribute headers in step 1.
Is it possible to import from other data formats?
CSV is both simple and universal, as many applications support it and it can be edited with basic tools. Additionally, many other file formats can easily be converted into CSV files. Therefore, Timly currently focuses on CSV import. If you need to import from other formats, feel free to contact our support team for a custom solution.
I receive an error message during import – what could be the reason?
In most cases, this is due to an incorrectly formatted CSV file. It must precisely meet the specifications for automated processing to avoid generating inconsistent data sets. The most common error is the absence of one of the required attribute categories, which will be displayed in step 3.
Can I update or supplement existing records?
It is also possible to supplement existing records. To do this, select the "Update existing" option in step 2 during the attribute mapping. The easiest way to update is to first export data from Timly using the "Inventory CSV" option for the objects you want to update. In this case, the tables are already correctly formatted, and you can easily add the desired records.
Note: Before importing, it may be necessary to delete the row above the attribute names, as translations are automatically included there.
Can I undo imports?
Except for the "Check-out / Check-in" category, it is not possible to undo imports. Therefore, CSV import files should be carefully checked. Additionally, control mechanisms in steps 2 and 3 of the import process will display errors in the input file. If you have any questions, please contact our support team in advance. If an incorrect import occurs, please retain the import file so our support team can review it.