Asset Intelligence and Management

Asset Intelligence and Management

EZOfficeInventory Blogs Migrating Data Asset Tracking Software

[How-to] Migrate Data from Other Asset Tracking Software to EZOfficeInventory

migrating data blog
Share:

Does the asset tracking software you currently use not really fit your needs? Maybe you’ve spent months tediously adding data to it, and think migrating information over to another system might be too difficult or simply not worth the effort.

EZOfficeInventory enables you to bring over information from other equipment management software quickly and seamlessly. Don’t lose any of the depth or nuance you’ve spent drilling into your data from day one.

A complete data migration is as easy as:

Migrating data to EZOfficeInventory

And that’s it! You can begin using EZOfficeInventory’s comprehensive equipment management features as quickly as that. 

1. Exporting data

Most asset management software will have an option to export data as a CSV file. An example below shows where you might find this button on some software:

Asset Tracking Software Migration

You’ll now have all your data as a CSV file. You might have to do this multiple times for different categories such as items, users, locations, etc.

Transferring data from one software to another can seem like a challenge, but all you really need are a few minor changes. As an example, let’s look at two major categories you’d probably want to transfer over into EZOfficeInventory first: Items and Members.

2. Mapping Items

Let’s take the example of XYZ asset tracking software that treat all kinds of items the same way; there’s no difference between individually-tracked assets, for example, or bulk-tracked asset stock, or even consumables such as inventory. 

Therefore, the exported items’ CSV will be downloaded as a single file, with no differentiation between, say, assets and inventory. To tweak this for EZOfficeInventory, simply locate the items which have a quantity of more than one (and are therefore tracked in bulk like inventory or asset stock).

You can then Cut and Paste this into a new file, ready to be exported into EZOfficeInventory.

Next, open your account in EZOfficeInventory and go to Items → Assets → Import Assets → ‘Add New Assets’. Upload the appropriate CSV (in this case, the original with the ‘Inventory’ or ‘Asset Stock’ rows removed).

The next step is to map your Excel fields from your original asset tracking software onto EZOfficeInventory. You’ll be asked to choose which details each column represents. This includes Manufacturer mapping onto Vendor, Purchase Cost onto Price, Groups onto Categories, etc. You can even skip some columns if you think they are unnecessary.

Note: Some software allow you to have the same Asset Tags for different items. In EZOfficeInventory, you can either create a new Custom Field for these Asset Tags, or use a new field altogether for AINs, which are unique to each item to better facilitate the tracking of equipment.

3. Creating and Mapping Custom Fields

You might find that some fields that are important to your workflow are not present in EZOfficeInventory. To fix this, simply go to More → Customize → ‘Custom Fields’, and create a new Custom Field as follows:

This step needs to be done before you start mapping. As seen below, the drop-down will come pre-populated with the Custom Field you created.

After you’ve mapped all your columns, click ‘Proceed’. This will take you to a preview of all the data, where you can check if everything is in order. Once you’re done, click import, and that’s it!

You can repeat the same process with the new Asset Stock or Inventory CSV file you created. For example, click Items → Inventory → Import Inventory → ‘Add New Inventory’.

After the mapping is complete, you’ll have a newly-populated inventory list!

4. Mapping Members

An area that might require a few tweaks depending on the asset tracking software you use is that of members or employees. After you’ve exported the original CSV, you might need to add a column specifying the ‘roles’ of your members, as this is often not data that is exported in most software.

Create a column called Roles within the CSV, and populate it with whatever authority you want your members to have – that is, ‘admin’ or ‘staff user’. If you don’t have too many administrators, you can also import the file as is, and later edit members’ profiles to give them a role other than Staff User (which is the default option).

Next, go to Members → Add Multiple Members → Import Members → ‘Add New Members’, and you’re off! Map the columns as you see fit, and check the preview to see if everything looks good before importing the data. Make sure you delete the EZOfficeInventory Account Owner from the Excel file (as they will already have been created in EZOfficeInventory when the account itself was created).

Note: If you want your members to be able to log into the system, make sure you add email addresses unlike the preview above!

You can use this same process and little tweaks to map all sorts of data, such as any details pertaining to locations, groups, and so on.

Was this helpful?

Thanks for your feedback!

Achieve Higher Asset Control with EZOfficeInventory

Cloud-based asset management software that helps minimize costs with efficient asset organization and tracking.
Capterra Shortlist 2023
Software Advice Front Runners 2023
getApp category leaders 2023
Index

Personalized Demo For You

Please share your details below & let our Product Specialist get back to you

Talk to Us

Need help getting started or have questions? Get in touch with one of our product specialists!