Importing Assets to Shelf: CSV Guide

Shelf enables users to import assets through CSV (Comma-Separated Values) files. The platform provides a template-based approach with validation to ensure data integrity during the import process.

Quick Start

To begin importing assets:

1. Download the CSV template or barcode-enabled version from Shelf
2. Add your asset information following the provided format
3. Save the file with UTF-8 encoding
4. Navigate to Assets then Import in your workspace
5. Upload the file and confirm with "I AGREE"

Important: Never use data exported from asset backup to import assets, as this may cause data corruption.

File Requirements

Basic Format Rules

• Delimiter options: Use comma (,) or semicolon (;)
• Encoding requirement: Save as UTF-8 to prevent character issues
• Header row: First row must contain column headers (ignored during import)
• File format: Only .csv files accepted

Standard Columns

Advanced Features

Custom Fields

Create custom fields using the format: cf:FieldName,type:TypeName

Supported field types:

• text -- Standard text input
• boolean -- Yes/No values (accepts: yes, no, true, false, 1, 0)
• option -- Dropdown selections
• multiline text -- Extended text areas
• date -- YYYY-MM-DD format only
• amount -- Currency values (numbers without symbols)
• number -- Numeric values including negatives

Example custom field CSV:

title,cf:Purchase Date,type:date,cf:Warranty Status,type:option
MacBook Pro,2023-12-15,Active
iPhone 14,2024-01-10,Expired

QR Code Integration

Link imported assets to existing Shelf QR codes:

• QR code must already exist in your workspace
• Each QR code must be unique
• Cannot already be linked to assets or kits
• Must belong to your organization

If no QR ID is provided, Shelf automatically generates new codes.

Barcode Support (Premium Feature)

Supported barcode types:

• barcode_Code128 -- 4-40 characters (letters, numbers, symbols)
• barcode_Code39 -- 4-43 characters (letters and numbers only)
• barcode_DataMatrix -- 4-100 characters (letters and numbers)
• barcode_ExternalQR -- 1-2048 characters (external QR codes, URLs)
• barcode_EAN13 -- 13-digit retail product codes

Barcode rules:

• Separate multiple values with commas
• Values must be unique within your organization
• Code39 and DataMatrix support letters and numbers only
• Values automatically convert to uppercase

Example barcode CSV:

title,barcode_Code128,barcode_EAN13
Laptop,LAP001,1234567890123
Mouse,MOUSE001,9876543210987

Kit and Custody Management

When importing assets with custodians and kits:

• New kits automatically inherit custody from their assets
• Empty existing kits update to match asset custodian
• Kits with existing assets validate for consistency

Import Process

Pre-Import Validation

The system checks:

1. File format and encoding validity
2. Header accuracy against supported columns
3. QR code availability and status
4. Barcode feature permissions
5. Kit-custody conflict prevention
6. Custom field format compliance

Import Execution Order

1. Related entities creation (categories, locations, kits, members)
2. Image processing and validation
3. Asset creation with properties
4. QR code linking or generation
5. Barcode generation (if enabled)
6. Kit custody assignment
7. Custom field value processing

Troubleshooting

Common Error Messages

"Invalid headers in csv file"

• Verify column headers match exactly
• Check custom field format: cf:FieldName,type:TypeName
• Remove extra spaces or special characters

"CSV file is empty"

• File requires minimum 2 rows (headers + 1 data row)
• Confirm file saved properly as .csv

QR Code Issues

• Duplicate codes: Each qrId must be unique in import
• Non-existent codes: Must exist in Shelf beforehand
• Already linked: Cannot link to other assets or kits
• Wrong organization: Must belong to your workspace

Kit Custody Conflicts

• All assets in a kit must share the same custodian
• Cannot assign different custodian to kit with existing assets

Data Format Issues

Date fields not importing:

• Use only YYYY-MM-DD format (e.g., 2024-01-15)
• Avoid MM/DD/YYYY or DD-MM-YYYY formats

Boolean fields incorrect:

• Use: true, false, yes, no, 1, or 0
• Avoid: True, FALSE, Y, N

Tags not separating:

• Use commas without spaces: "electronics,laptop,portable"
• Spaces after commas only if part of tag name

Custodian not found:

• Use exact team member name or email
• Verify team member exists in workspace
• Check for email typos

Best Practices

Before Importing

• Clean data and remove empty rows
• Test with small batch (5-10 assets) first
• Back up existing data before large imports
• Plan categories, locations, and kits beforehand

After Importing

• Review all imported assets for accuracy
• Verify kit, category, and location linkages
• Test QR code scanning
• Update team member permissions

Large Imports (1000+ assets)

• Break into smaller batches
• Ensure stable internet connection
• Allow extra time for processing
• Account for image download time

Related Resources

• Adding additional fields to Assets
• Alternative Barcodes

The CSV Helper tool assists with formatting. Contact support for personalized assistance.