Bulk uploading assets on Ops

Bulk Uploading Assets

You can add virtual and physical assets in bulk in JRNY Ops using an Excel template. This helps save time and ensures consistency when adding multiple assets.

Before you begin:

• For virtual assets, navigate to the  Virtual Assets submodule in the Pricing module.
• For physical assets, navigate to the Physical Assets submodule in the Fleet module.

How Bulk Upload Works

In the bulk upload process, you will download an Excel template and fill in the required asset details. It also contains additional columns to reflect the asset properties that you choose to use. These are optional. 

The system will then create assets based on the information provided in the uploaded file.

Steps to Bulk Upload Assets

1. Navigate to the Virtual Assets or Physical Assets submodule.
2. Click the Upload button (upward arrow icon) located between the Add New and Download buttons.

3. This opens the step-by-step bulk upload flow.
4. Download and Fill the Import Template
1. Click Download Template to download the Excel file.
2. Do not modify the column headers, as this will cause the upload to fail.

Understanding the Template

• Row 1: Indicates whether each field is Mandatory or Optional.
• Row 2: Contains the Asset details fields.
• Row 3 onwards: Enter your asset details here.
• For filling columns that involve dates such as Activation Date, Deactivation date, First Registered Date, etc., use yyyy-MM-dd HH:mm:ss format (e.g. 2024-06-15 09:00:00   ). Dates are treated as local time for your tenant's timezone and will be automatically converted to UTC when saved.
• Make & Model (Mandatory): These are primary details of your asset.
• Variant (Optional): another optional detail of your asset
• Identifier (Mandatory): the registration number or unique identifier of your asset, e.g., ABCD123
• Colour (Mandatory): Colour of your asset
• Asset Category (Optional): Fill in the asset category set up in your environment, e.g., Sedan, SUV, Hatchback, etc. This field is relevant for Virtual asset uploads and can be ignored for physical asset uploads.
• Virtual Asset ID (Mandatory): This field is mandatory for physical asset uploads. This ensures that each physical asset is correctly linked to its corresponding virtual asset.   Note: for clients using the Physical Asset product, this field is not required in your template. 
  • How to Find the Virtual Asset ID
    1. Navigate to the relevant Virtual Asset.
    2. Click View Details.
    3. In the browser URL, locate the value after virtual-assets/
    4. Copy this alphanumeric ID.
    5. Paste it into the Virtual Asset ID column in the physical asset template.

    6. 

• Enabled (Mandatory): This field accepts values of Yes or No.
  • Setting it to Yes makes the asset available (enabled) in the system.
  • Setting it to No marks the asset as unavailable (disabled).
• Activation & Deactivation dates (Optional):  These fields allow you to schedule when an asset should be enabled or disabled in the future. When using these fields, ensure that the Enabled value is set correctly.
  • If Enabled = Yes and a Deactivation Date is provided:
    • The asset will be enabled immediately after upload.
    • It will be automatically disabled on the specified deactivation date.
  • If Enabled = No and an Activation Date is provided:
    • The asset will remain disabled initially.
    • It will be automatically enabled on the specified activation date.
• First Registered Date & Registration Renewal Date (Optional):
  • These fields are optional and can be used if part of your processes.
  • First Registered date: Date of asset registration
  • Registration Renewal Date: Date of renewal of asset registration.
1. In Step 1, click “I already have a file – Next” to proceed.
2. Upload your file by either:
   • Dragging and dropping it into the upload box, or
   • Clicking inside the box to select the file from your device.
3. Once the file is uploaded successfully:
   • The upload box turns green
   • The Validate File button becomes active
4. Click Validate File.

Validation Results

The system will check the file for errors and display the results.

If Errors Are Found

• The number of errors will be displayed.
• The Details column will show information about each error.
• You must:
  1. Download or refer to the file
  2. Correct the errors
  3. Re-upload the file by clicking “Click to replace” below the existing file

If Validation Is Successful

• A green “Valid” status will be displayed.
• The Proceed – Import button will become active.
• The Details column will show “Ready to Import”.

Importing the Assets

5. Click Proceed – Import to begin importing the assets.
6. The system will process the file and display the import status once completed.

After the import is successful, you can:

• View the newly created virtual or physical assets, or
• Upload another file if needed

Article by Roshel Jose

Please note:

1. The JRNY platform is constantly evolving and new features and functionalities are added all the time. We are constantly updating the Knowledge Base, but some instructions and/or images you see in these articles may vary slightly from what you can see in your own environment. Get in touch with support@tomorrowsjourney.co.uk when in doubt.
2. Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.