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Bulk Device Import and Process

Bulk Device Import and Process is a two-step workflow for creating or updating device inventory in bulk using a CSV file.

This allows you to prepare device changes ahead of time, upload them for staging, and then process them when ready.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk Device Import​

Think of bulk device import as manual CSV-based device inventory management - you prepare a device data file, upload it for staging, and then process it to create or update device records in batch.

What this utility does:

  • Uploads a device CSV into a staging area
  • Processes the CSV to create or update device records
  • Handles device models, statuses, buildings, and assignments
  • Provides a safe "delete file" option if the wrong CSV is uploaded

When to use:

  • Initial device inventory setup
  • Bulk device updates from MDM or asset management export
  • Adding new device shipments
  • Updating device statuses or locations in batch

When NOT to use:

  • MDM sync is enabled (use MDM integration instead)
  • Adding single devices (use manual device creation)
  • Making small corrections (edit devices directly)

The Two-Step Workflow​

Step 1: Upload the Device CSV​

Upload prepares the file for processing but does not make changes yet.

How to upload:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk Device Import
  3. Download the CSV Import Template
  4. Populate the template with your device data
  5. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No device records are created or modified yet

Step 2: Process the Device CSV​

Process applies the changes from the uploaded CSV.

How to process:

  1. Locate Bulk Device Process
  2. Confirm the system shows a file is present (timestamp displayed)
  3. Click Process Device Import
  4. Wait for processing to complete
  5. Validate results by checking a sample set of devices

What happens:

  • CSV is read and parsed
  • Device records are created or updated
  • Building and status assignments applied
  • Inventory counts updated

CSV Template and Field Values​

CSV Import Template​

Use the CSV Import Template button to download the expected format.

Common columns:

  • Serial Number (required)
  • Asset Tag
  • Device Model
  • Device Type
  • Status
  • Building ID
  • Checked Out To (optional)

Column requirements:

  • Headers must match template exactly
  • Serial numbers must be unique (primary identifier)
  • Device models and types must match configured values
  • Building IDs must match existing buildings

Field Values​

Use Field Values to confirm acceptable values for key columns. This is especially important for columns that require exact spelling or system-defined values.

What Field Values shows:

  • Valid device types (Chromebook, iPad, Laptop, etc.)
  • Valid statuses (Active, Inactive, Damaged, Lost, etc.)
  • Valid building codes
  • Any other enumerated field options

Why this matters: If you enter a device type that doesn't match exactly (e.g., "chromebook" instead of "Chromebook"), the import may fail or default to unexpected values.

Best practice: Review Field Values before populating CSV to ensure exact matches.

Before You Upload​

Checklist:

  • ✓ Confirm required columns exist and match the template exactly
  • ✓ Confirm device identifiers are correct (serial number, asset tag)
  • ✓ Confirm building or location values match configured building records
  • ✓ Verify device types and statuses match Field Values exactly
  • ✓ Remove test rows or header comments
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Duplicate serial numbers (creates conflicts)
  • Misspelled device types or statuses
  • Building codes that don't exist
  • Missing required fields (rows will be skipped)

Delete Option​

If the uploaded file is incorrect, delete it and re-upload.

How to delete:

  1. Locate Bulk Device Process
  2. Click Delete Device CSV File
  3. File is removed from staging
  4. Re-upload the correct file using Bulk Device Import

When to delete:

  • Wrong file uploaded
  • Realized errors in CSV after uploading
  • Need to make changes before processing

Important: Delete must be done BEFORE processing. Once processed, changes are applied and cannot be undone by deleting the CSV.

Verification Steps​

After processing, confirm changes were applied correctly.

What to check:

  • A sample set of devices were created or updated correctly
  • Key fields (status, location, type, assignments) match expectations
  • Serial numbers imported correctly
  • Building assignments are accurate
  • Device counts match expected totals

Recommended verification:

  1. Run device inventory report
  2. Check 10-15 device records manually
  3. Verify serial numbers and asset tags
  4. Confirm building assignments
  5. Check device statuses

If problems found:

  • Review CSV for errors
  • Check Field Values alignment
  • Verify building ID matching
  • Contact Manage1to1 Support if import results are unexpected

Best Practices​

✅ Do:

  • Download template from your environment
  • Review Field Values before populating CSV
  • Test with small CSV (10-20 devices) before processing full file
  • Verify serial numbers are unique
  • Confirm building IDs match exactly

❌ Don't:

  • Process without reviewing uploaded file first
  • Use device types that don't match Field Values exactly
  • Include duplicate serial numbers
  • Upload CSV with thousands of rows without testing
  • Process same file multiple times (creates duplicates)

Common Questions​

Q: What happens to existing devices not in the CSV? Nothing. Bulk import only affects devices included in the CSV. Existing devices not in the file remain unchanged.

Q: Can I update existing devices with this utility? Yes. If a serial number already exists, the import updates that device's fields with values from the CSV.

Q: What if a device has a building that doesn't exist? The device may be created without a building assignment, or the import may skip that row. Check import results carefully.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (100 devices): seconds. Large files (5000+ devices): several minutes.

Q: What if I process the same CSV twice? Devices already in the system will be updated again with the same values. This is generally harmless but unnecessary.

Q: Can I include checked-out devices in the CSV? Yes. If your template has a "Checked Out To" column, you can specify the user the device is assigned to.

Bulk Device Import and Process provides efficient device inventory management for initial setup, bulk updates, and device shipment processing.

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