How to Import Data into Infodeck
Bring existing operational data from spreadsheets, legacy systems, or another CMMS into Infodeck with guided validation, field mapping, and rollback support so you do not have to re-enter everything manually.
Quick Summary
Go to Settings gear → Import Data to upload CSV or Excel files for work orders, locations, assets, work requests, suppliers, or parts. Each import follows a 5-step guided flow: Setup → Upload → Calibrate → Review → Results.
Why Guided Import Matters
Dumping a spreadsheet into a system and hoping for the best leads to duplicate records, orphaned references, and data you cannot trust. Infodeck's import flow validates, maps, and previews everything before committing — and gives you rollback if something does not look right after the fact.
Every import:
- validates rows against existing master data (locations, assets, users, suppliers)
- flags blockers that must be resolved before commit
- surfaces warnings that are worth reviewing but do not block progress
- detects duplicate references so the same record is not imported twice
- supports rollback as long as imported records have not been edited
Before You Begin
- You must be an Organization Admin or Owner
- Supported file formats: CSV and Excel (.xlsx)
- Maximum 2,000 rows per batch
- For best results, download the Infodeck template before starting
Supported Import Modules
| Module | What You Can Import |
|---|---|
| Work Orders | Active work orders from spreadsheets or another CMMS |
| Locations | Sites, buildings, floors, and other location tiers |
| Assets | Asset registers with your own asset IDs and asset types |
| Work Requests | Open service requests with requester history |
| Suppliers | Supplier master data with trades, lead times, and contacts |
| Parts & Stock | Spare parts and opening stock by location |
If migrating from another system, import in this sequence:
- Locations first (other records reference locations)
- Asset Types and then Assets (need locations in place)
- Suppliers (needed before parts can reference vendors)
- Parts & Stock (needs locations and suppliers)
- Work Requests (needs locations and assets)
- Work Orders (needs locations, assets, and users)
This order ensures every reference resolves cleanly during calibration.
The 5-Step Import Flow
Every import module follows the same guided flow:
Step 1: Setup
- Go to Settings gear → Import Data
- Select the module you want to import (e.g., Work Orders)
- Download the template — choose Excel (recommended for dropdown guidance) or CSV
- Fill in the template with your data
- If importing work orders, review the numbering preview and optionally set a Source system label for traceability
The download provides the exact column headers and validation rules Infodeck expects. Using your own spreadsheet format will cause validation errors. No example rows are pre-filled — the template is clean and ready for your data.
Step 2: Upload and Analyze
- Upload the completed template (drag and drop or click to browse)
- Infodeck analyzes the file and shows:
| Metric | What It Means |
|---|---|
| Total Rows | Number of records found in the file |
| Ready | Rows that passed all validation |
| Blockers | Rows that cannot be imported until issues are resolved |
| Warnings | Rows that can be imported but are worth reviewing |
| Duplicates | Rows sharing the same legacy reference |
Step 3: Calibrate
If any values do not match existing Infodeck master data, the calibration step lets you map them:
| Calibration Tab | What You Map |
|---|---|
| Locations | Source location names to Infodeck locations |
| Assets | Source asset references to Infodeck assets |
| Suppliers | Source supplier names to Infodeck suppliers |
| Assignees | Source user/team names to Infodeck members |
| Statuses | Source status labels to Infodeck status values |
| Priorities | Source priority labels to Infodeck priorities |
If everything maps cleanly, this step shows "No action needed here."
You can also set a Fallback assignee — an optional triage user or team that receives any rows where the original assignee could not be mapped.
Step 4: Review
Before committing, review a sample of the mapped data:
- Legacy references stay searchable as traceability markers. Infodeck assigns its own IDs and display numbers to imported records.
- Blockers must be resolved before the batch can be committed — go back to calibration if any remain
- Warnings are preserved with the import but do not block commit
- Duplicates within the same file should be cleaned up before committing
Step 5: Results
After commit, review the outcome:
| Row Outcome | Meaning |
|---|---|
| Imported | Record created successfully in Infodeck |
| Imported With Warnings | Created with non-critical issues preserved |
| Skipped | Row was skipped due to a validation issue |
| Failed | Row could not be imported |
Rollback
If something looks wrong after committing:
- Open the import batch from the Recent import batches list
- Click Rollback Batch
- Confirm the rollback
Rollback removes the imported records — but only if they have not been edited since import. Once a record is modified in Infodeck, it becomes part of the live workflow and rollback is no longer available for that batch.
Import Tips by Module
Work Orders
- Legacy work order IDs stay searchable as legacy references
- Infodeck assigns new display numbers using your Sequence Numbering configuration
- SLA timestamps (first response, completion) are mapped from the source if provided
Locations
- Parent locations must be mapped before commit when the file references an existing hierarchy
- Blank parent fields create top-level locations
Assets
- Asset types must be mapped cleanly — assets cannot land without a valid type
- If a location is left blank, Infodeck can place the asset under a general fallback
Suppliers
- Import suppliers before parts so vendor links resolve during parts calibration
- Duplicate supplier names must be resolved before commit
Parts & Stock
- Duplicate part numbers within the same batch are blockers
- If holding details (stock by location) are provided, the stock location must exist in Infodeck first
Managing Import Batches
The Recent import batches section shows all past imports with:
| Column | Description |
|---|---|
| Source | Source system label |
| Status | Draft, Analysis Complete, Committed, Rolled Back, Failed |
| Scope | What was imported |
| File | Original file name |
| Rows | Number of rows in the batch |
| Updated | Last activity date |
You can Resume a draft batch or Review a completed batch at any time.
Real-World Example
Migrating from a Legacy CMMS
Situation: Your team is moving from a legacy system with 1,200 active work orders, 50 locations, 300 assets, and 15 suppliers. Manual re-entry would take weeks.
Solution:
- Export data from the legacy system
- Download Infodeck templates for each module
- Import Locations first → calibrate hierarchy → commit
- Import Assets → map asset types and locations → commit
- Import Suppliers → resolve duplicates → commit
- Import Parts & Stock → link to suppliers and locations → commit
- Import Work Orders → map statuses, priorities, assignees → commit
- Set source system label to "Legacy CMMS" for traceability
Result: All operational data is in Infodeck within a day. Legacy references remain searchable. If anything looks wrong, batches can be rolled back before teams start editing records.
Related Articles
- How to Configure Sequence Numbering
- How to Manage Parts and Suppliers
- How to Manage the Supplier Registry
- Settings Overview
Need help? Contact Infodeck Support