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Import and Export Lifecycle

Ex-Online uses a ZIP-based import and export system to move data in and out of projects. This article explains what happens behind the scenes and why the process works the way it does.

Why ZIP packages?

Section titled “Why ZIP packages?”

An import package is a .zip archive containing an Excel spreadsheet and, optionally, a folder of document files. The ZIP format serves several purposes:

  • Bundling. A single ZIP keeps the spreadsheet and its associated documents together, so nothing gets separated or lost during transfer.
  • Compression. Document-heavy imports can be large. ZIP compression reduces upload time and bandwidth.
  • Integrity. A well-formed ZIP is either complete or it isn’t — there is no ambiguous partial state.

What happens during an import

Section titled “What happens during an import”

When you click Import, the system goes through a predictable sequence:

  1. Upload. The ZIP file is transferred from your browser to the server. A progress bar tracks this stage. If the connection drops, the upload fails cleanly and nothing changes in the project.

  2. Automatic backup. Before processing begins, Ex-Online creates a backup of the current project state. This safety net means you can always roll back if the import produces unexpected results. The backup can be skipped via the Skip Backup checkbox, but this is only recommended for empty or disposable projects.

  3. Processing. The server extracts the ZIP, reads the Excel spreadsheet, and processes each row. New equipment items are created, and documents are linked to their corresponding equipment. Import does not update existing equipment.

  4. Summary. An import summary reports how many items were imported, ignored, or failed. A detailed report can be downloaded for auditing.

Import does not update existing equipment

Section titled “Import does not update existing equipment”

Use Import to add new equipment and to link documents. To change existing field values, use Group Editing or the Equipment Window.

Why items fail

Section titled “Why items fail”

Common reasons for failure include:

  • Malformed tag numbers that don’t meet the expected format
  • Unsupported document types in the documents folder
  • Missing required columns in the spreadsheet
  • Data that exceeds field length limits

The import summary identifies each failed item and the reason, so you can correct the package and re-import.

What happens during an export

Section titled “What happens during an export”

Clicking Export generates a complete project dossier: all equipment data, documents, inspection records, defects, actions, and linked information bundled into a downloadable package. Exports are read-only snapshots — they do not modify the project.

Import and export as a workflow

Section titled “Import and export as a workflow”

Because imports create an automatic backup and exports produce a complete snapshot, the import/export system supports a safe, repeatable workflow:

  1. Export the current state as a baseline
  2. Edit the spreadsheet offline to add equipment or documents
  3. Import the updated package — a backup is created automatically
  4. Review the import summary
  5. Restore the backup if anything went wrong

This cycle works well for bulk data entry, periodic equipment updates, and migrating data between systems.

Section titled “Related Topics”