Automated Import of Assets

Tim Shelton

Updated August 15, 2025 13:05

File-Based

Task	Responsible Party
Provide decision on delivery method: FacilityOS hosted SFTP With IP Access List Without IP Access List Client Hosted SFTP	Client
Provide SFTP access details and credentials, as applicable	FacilityOS or Client (based on client’s decision above)
Specify type of email notifications and email addresses of recipients	Client
Upload to SFTP an import file that meets the formatting requirements	Client
Set up automated job to import data	FacilityOS
Review data and confirm accuracy	Client
Set up automated job to send data file	Client
Enable respective jobs for scheduled import	FacilityOS & Client

The first step is for the client to select a delivery method. Please select from the following:

File to FacilityOS SFTP – FacilityOS establishes a dedicated SFTP folder with unique credentials and client uploads file (MOST COMMON)
1. With IP Access List (RECOMMENDED)
  1. For scenarios where machine uploading file will have a static IP address or IP range
  2. Customer must provide IP address or IP range
2. Without IP Access List
File to client’s SFTP – Client establishes a dedicated SFTP folder with unique credentials and FacilityOS-built job retrieves files

Category	Requirements
Content	Any asset data needing inserted or updated
Header Row	Required
Columns	See grid that follows for supported columns Column names in header row must match the grid that follows Not case-sensitive Order of columns does not matter Customer may add or subtract any columns not marked as required at any time without needing to consult FacilityOS
SFTP Folder	/AssetImport
File Name	(Any value)
File Format	Must be one of the following: .csv .txt
Field Separators	Must be one of the following: Comma If using comma separators, ensure commas are removed from field values during file creation or employ double-quote text qualifiers Pipe Tab
Text Qualifiers	Must be one of the following: Double-quotes (none)
Line End	Must be one of the following: CR LF CRLF

Column Name	Data Type	Description
AssetID	Nvarchar(50)	Required Unique ID/tracking number for the asset
OwnerID	Nvarchar(50)	EmployeeID of the asset's owner
Location	Nvarchar(50)	EmployeeID of the asset's location
Name	Nvarchar(50)	Required
Description	Nvarchar(50)
Condition	Nvarchar(50)
Manufacturer	Nvarchar(50)
ModelNumber	Nvarchar(50)
SerialNumber	Nvarchar(50)
Weight	Nvarchar(50)
CapitalAsset	Nvarchar(50)
PONumber	Nvarchar(50)
AcquisitionDate	DateTime
NextMaintenance	DateTime

The standard import logic is as follows:

Using the status In Serivce:
- Add new records
- Update existing records that have changed

The import job may be configured to send standard email notices for the following events:

After a successful import, the source file will be archived to a dedicated directory
Archived files will be deleted after 14 days