Importing data

Ex-Online provides two working import paths. Use CSV Import to update existing equipment or document-pool records. Use Import (Legacy) to add data and documents from an import-package ZIP.

Choose an import method

Choose the workflow that matches what you need to do:

Goal	Use
Update existing equipment records	CSV Import → Dossier (Equipment)
Update records in the project document pool	CSV Import → Document Pool
Add equipment, personnel, or documents using the project import template	Manage → Data → Import (Legacy)
Move a project package exported from another account	Manage → Data → Import (Legacy)

The separate Manage → Data → Import page currently displays Import — coming soon. Use one of the working methods above until that page is available.

Back up before importing

Both import methods can affect many project records. Create a project backup before continuing. Import (Legacy) explicitly does not create a pre-upload backup.

Update records from CSV

Use CSV Import when values in existing equipment or document-pool records need to be updated in bulk.

Prepare the CSV

Prepare one CSV for the target table you intend to update:

• Use Dossier (Equipment) for equipment records.
• Use Document Pool for project document records.
• Keep the identifying fields required to match each CSV row to an existing record.
• Include only data intended for the selected target table.
• Test a small set of records before processing a large update.

CSV Import is an update workflow. To add a new set of project data from the official spreadsheet template, use Import (Legacy).

Import the CSV

1. Open the project that contains the records you want to update.
2. Select CSV Import from the project navigation.
3. Confirm the project named under This import will affect.
4. Under Operation, select Update.
5. Under Target table, select:
   • Dossier (Equipment), or
   • Document Pool.
6. Under CSV file, choose the prepared CSV.
7. Recheck the project, operation, and target table.
8. Select Import.
9. Review the result before continuing with another file.

Confirm the target

The import applies to the project named on the page. Check both that project name and Target table before selecting Import.

Prepare and import a ZIP package

Use Import (Legacy) for an official project import package: a ZIP containing one or more import spreadsheets and, optionally, document files.

Download the template

1. Open the Help menu (?) in the top bar.
2. Select Downloads.
3. Download Project Import Template.

The Downloads page also provides an Example Project Import Package. Use it to understand how the completed spreadsheet and document files fit together.

Prepare the package

1. Open the spreadsheet from Project Import Template.
2. Complete the tabs needed for your import. On the equipment tab, every equipment row requires a tag number.
3. Add document files when the spreadsheet refers to them.
4. Place the spreadsheets and document files at the root of the package rather than in nested folders.
5. Compress the contents into a ZIP file.

A basic equipment-only package can contain just one spreadsheet:

ProjectImport.zip
└── Equipment.xlsx

A package can also contain documents referenced by the spreadsheet:

ProjectImport.zip
├── Equipment.xlsx
├── IECEx-12345.pdf
└── JB-001.jpg

Important preparation rules:

• Use YYYY-MM-DD for dates.
• Match document filenames exactly, including letter case and file extensions.
• Put referenced files beside the spreadsheets in the ZIP.
• Keep the ZIP below the 2 GB limit shown by Import (Legacy).
• Test a small package before importing a large dataset.

For spreadsheet tabs, fields, document codes, and validation rules, see Import Package Format.

Import the ZIP

1. Create a project backup.
2. Open the destination project.
3. Open the project’s Manage area.
4. Under Data, select Import (Legacy).
5. Confirm that the correct project is shown in the page header.
6. Under ZIP file, choose the prepared package.
7. Select Import.
8. Review the import result and investigate any records that were ignored or failed.

No automatic backup

Import (Legacy) does not create a pre-upload backup. Create the backup yourself before selecting the ZIP.

Updating existing records

Use CSV Import or the project’s normal update tools when the goal is to change existing records. Do not use a legacy ZIP package as a general replacement for record updates.

Troubleshooting

Issue	What to check
Import says “coming soon”	You opened Manage → Data → Import. Use CSV Import for updates or Import (Legacy) for a ZIP package.
The CSV would affect the wrong records	Check the project named under This import will affect, then check Target table before importing.
The CSV does not update a record	Confirm that the CSV includes the identifying fields needed to match the existing record. Test one or two records first.
The ZIP cannot be selected	Import (Legacy) accepts .zip packages. Confirm the file extension and that the package is below 2 GB.
Documents are not linked	Check that spreadsheet references match the document filenames exactly and that the files are at the ZIP root.
Some ZIP records fail	Check required identifiers, date formatting, document references, and the detailed import result. Correct the package before trying again.
Imported data is incorrect	Stop further imports and restore the backup created before the operation if necessary.

Related topics

• Import Package Format — spreadsheet tabs, fields, document codes, and package rules
• Exporting Data — download a project package for transfer or offline storage
• Backing Up Projects — create a recoverable snapshot before importing
• Managing Equipment — update equipment without an import