> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fentufsm.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Import

> Importing data into Fentu FSM from external sources

<img src="https://mintcdn.com/fentu/hwQj1zN52k4D8yBe/images/fentu-fsm/administration/import.png?fit=max&auto=format&n=hwQj1zN52k4D8yBe&q=85&s=5c92a334be92eeb7231afbe852374bac" alt="Import View" width="1280" height="720" data-path="images/fentu-fsm/administration/import.png" />

## Overview

The Import function allows you to bulk load data into Fentu FSM from spreadsheets and other external sources. This is useful for initial system setup, data migration, and regular data updates.

<Note>
  Import is designed for bulk data loading. For ongoing synchronization with external systems, consider using Integrations or Fentu Connect instead.
</Note>

## When to Use Import

Use import for:

* **Initial Setup** - Loading customers, products, technicians
* **Data Migration** - Moving from another system
* **Bulk Updates** - Updating many records at once
* **Periodic Data Loads** - Regular uploads from other sources
* **Historical Data** - Loading past records

***

## Supported Data Types

| Data Type       | Description                   |
| --------------- | ----------------------------- |
| **Customers**   | Customer accounts and details |
| **Contacts**    | Customer contact records      |
| **Products**    | Product catalog               |
| **Parts**       | Parts inventory               |
| **Assets**      | Customer equipment records    |
| **Technicians** | Workforce records             |
| **Users**       | User accounts                 |
| **Work Orders** | Service work records          |

### Supported File Formats

| Format    | Extension   | Notes                        |
| --------- | ----------- | ---------------------------- |
| **Excel** | .xlsx, .xls | Recommended for most imports |
| **CSV**   | .csv        | Text-based, universal        |
| **XML**   | .xml        | Structured data format       |

***

## Import Process

<Steps>
  <Step title="Navigate to Import">
    Go to Administration > Import
  </Step>

  <Step title="Select Data Type">
    Choose what kind of data to import
  </Step>

  <Step title="Download Template">
    Get the import template for required fields
  </Step>

  <Step title="Prepare Data">
    Fill template with your data
  </Step>

  <Step title="Upload File">
    Select and upload your file
  </Step>

  <Step title="Map Columns">
    Match your columns to system fields
  </Step>

  <Step title="Preview Data">
    Review before importing
  </Step>

  <Step title="Run Import">
    Execute the import
  </Step>

  <Step title="Review Results">
    Check success and error counts
  </Step>
</Steps>

### Using Templates

Templates provide:

* Required column headers
* Expected data formats
* Sample data examples
* Field descriptions

<Tip>
  Always use the template for your specific Fentu version. Field requirements may change between versions.
</Tip>

***

## Data Preparation

### Required Fields

Each data type has required fields:

| Data Type       | Required Fields    |
| --------------- | ------------------ |
| **Customers**   | Name, Address      |
| **Contacts**    | Name, Customer     |
| **Products**    | Name, Product Type |
| **Parts**       | Part Number, Name  |
| **Technicians** | Name, Email        |

### Data Formatting

| Data           | Format                         |
| -------------- | ------------------------------ |
| **Dates**      | YYYY-MM-DD or MM/DD/YYYY       |
| **Phone**      | Include country code           |
| **Currency**   | Numbers only (no symbols)      |
| **Boolean**    | TRUE/FALSE or YES/NO or 1/0    |
| **References** | Use system IDs or unique codes |

### Handling References

When importing related data:

* Import parent records first (Customer before Contact)
* Use existing system IDs when referencing
* Or use unique codes that match existing records
* Map lookup fields during import

<Warning>
  Incorrect references will cause import errors. Verify that referenced records exist before importing.
</Warning>

***

## Column Mapping

During import, map your columns to system fields:

| Your Column  | System Field   |
| ------------ | -------------- |
| Company Name | Customer Name  |
| Phone Number | Phone          |
| Street       | Address Line 1 |

### Handling Extra Columns

* Unmapped columns are ignored
* Required fields must be mapped
* Optional fields can be skipped

### Data Transformation

Some transformations available:

* Concatenate fields
* Split fields
* Date format conversion
* Case conversion

***

## Validation & Errors

### Pre-Import Validation

The system checks:

* Required fields present
* Data formats correct
* References valid
* No duplicates (based on settings)

### Error Handling

| Error Type              | Description                        | Resolution                |
| ----------------------- | ---------------------------------- | ------------------------- |
| **Missing Required**    | Required field is blank            | Fill in missing data      |
| **Invalid Format**      | Data doesn't match expected format | Correct formatting        |
| **Reference Not Found** | Referenced record doesn't exist    | Create reference first    |
| **Duplicate**           | Record already exists              | Update duplicate settings |

### Import Results

After import:

* **Success Count** - Records imported successfully
* **Error Count** - Records that failed
* **Warning Count** - Imported with issues
* **Error Report** - Detailed error list

<Info>
  Download the error report to identify and fix issues. You can re-import just the failed records after corrections.
</Info>

***

## Duplicate Handling

| Option              | Behavior                         |
| ------------------- | -------------------------------- |
| **Skip**            | Ignore duplicates, don't import  |
| **Update**          | Overwrite existing with new data |
| **Create Anyway**   | Create duplicate record          |
| **Flag for Review** | Mark for manual review           |

### Duplicate Detection

Duplicates identified by:

* System ID
* External/ERP ID
* Unique fields (email, customer number)
* Combination of fields

***

## Best Practices

<AccordionGroup>
  <Accordion title="Use Templates" icon="file-excel">
    Always start with the system template. It ensures correct columns and formats.
  </Accordion>

  <Accordion title="Test First" icon="vial">
    Import a small sample first. Verify everything works before full import.
  </Accordion>

  <Accordion title="Clean Data First" icon="broom">
    Clean and validate your data before importing. Garbage in, garbage out.
  </Accordion>

  <Accordion title="Import Parent Records First" icon="sitemap">
    Import in order of dependencies. Customers before contacts, products before assets.
  </Accordion>

  <Accordion title="Keep Originals" icon="copy">
    Keep backup copies of import files. You may need to reference or re-import.
  </Accordion>

  <Accordion title="Schedule Large Imports" icon="clock">
    Run large imports during off-hours to minimize system impact.
  </Accordion>
</AccordionGroup>

***

## Common Questions

<AccordionGroup>
  <Accordion title="Can I undo an import?" icon="question">
    Not directly. You would need to delete imported records. Consider importing to a test environment first.
  </Accordion>

  <Accordion title="What's the maximum file size?" icon="question">
    Depends on configuration, typically 10-50MB. For larger datasets, split into multiple files.
  </Accordion>

  <Accordion title="Can I import custom fields?" icon="question">
    Yes, if custom fields are defined in the system. Map your columns to custom fields during import.
  </Accordion>

  <Accordion title="How do I update existing records?" icon="question">
    Include the system ID in your import and select "Update" for duplicate handling.
  </Accordion>

  <Accordion title="What happens if import fails mid-way?" icon="question">
    Records imported before the failure remain. Fix the issue and re-import remaining records.
  </Accordion>

  <Accordion title="Can I schedule recurring imports?" icon="question">
    For recurring imports, consider using Integrations instead. Import is designed for manual, occasional use.
  </Accordion>
</AccordionGroup>

***

## Related Documentation

<CardGroup cols={2}>
  <Card title="Export" icon="download" href="/administration/data/export">
    Exporting data
  </Card>

  <Card title="Integrations" icon="plug" href="/administration/settings/integrations">
    Automated data sync
  </Card>

  <Card title="Fentu Connect" icon="link" href="/fentu-connect/introduction">
    Advanced integration
  </Card>

  <Card title="Customers" icon="users" href="/customers/customers">
    Customer data
  </Card>
</CardGroup>