Import Assets in the Project Assets Tool

You can import assets to create new records or to update existing ones. If importing from the project's Assets tool, assets are added to both the Project and Company level Asset tool.

• Required User Permissions

• The Asset ID must be unique, as each individual instance is a separate physical asset, typically with its own serial number, and is tracked independently.

• Records with the same Asset ID are updated.

• Required fields vary by asset type and their associated fieldset.

  • If exporting your assets first, ensure that your column configuration displays all required fields. Importing the excel spreadsheet with missing required fields will cause your import to fail.

• The following field types are currently not supported in Excel import and are excluded from the import templates: Project Directory User (Single Select), Project Directory User (Multi Select), Tool User (Single Select), and Company fields.

• Multiple imports can run at the same time. When duplicates appear across files, the first version processed is accepted; others are flagged.

• Errors

  • If any entries fail, you can download an error file listing all failed rows, with an Error Reason explaining the specific issue for each entry.

  • 'Column Header' error is caused by a renamed or modified column header in the import template. For example, the "Asset Type ID" column must be labeled exactly that — variations like "Asset Type Code" will cause the import to fail. Download a fresh copy of the template, keep the headers unchanged, and re-attempt the import.
    

You must configure the Assets tool before creating them. Follow the Assets Setup Guide, or configure the following settings:

• Configure Asset Types

• Configure Default Fields for Assets

• Assign Configurable Fieldsets to Asset Types

• Configure Status Groups for Assets

• Assign Status Groups to Asset Types

• Create New Assets

• Update Existing Assets

1. Navigate to the project's Assets tool.

2. Click Import and select Import From Excel.

3. Select Create New.

4. Select whether you want to download a template by fieldset, or with the fields for a specific asset type.

   • Fieldset

     1. Select By Fieldset

     2. Select the fieldset.

   • Asset Type

     1. Select By Asset Type.

     2. Select the asset type.

5. Follow the instructions in the template to prepare the 'Assets' tab in the excel file.

6. Prepare the file based on the instructions.

   Standard Fields Show/Hide Fields

   • Type: The asset's category or type. You can only select a subtype at the very end of a hierarchy (a "leaf node"). Once you select a type, the form automatically updates to show additional fields based on the fieldset assigned to that asset type.

   • Trade: The trade associated with the asset.

   • Name: A descriptive name for the asset.

   • ID: A unique alphanumeric code for the asset. This code must be unique across the entire company.

   • Status: The asset’s current operational status. This field remains disabled until an asset type is selected. Once the type is chosen, the dropdown is populated with the statuses defined in the status group assigned to that asset type.

   • Photo: A placeholder or representative photo. Uploading a new photo will replace the existing one.

   • Location: The physical location of the asset within the project’s location hierarchy.

   • Latitude: The latitude coordinate for the asset to support map-based positioning.

   • Longitude: The longitude coordinate for the asset to support map-based positioning.

   • Description: Additional details or notes to describe the asset and provide further context.

7. Save the file.

8. Back in Procore, select the file.

   • Click Attach File and select the prepared assets file.

   • Drag and drop the prepared assets file from you computer to the upload box.

9. Click Import.

1. Navigate to the Project level Assets tool.
   

   Tip

   You can export your assets to Excel, make bulk updates in the file, and then re-import it. When exporting to Excel make sure to include all required fields for your asset types in your column configuration. The system needs these same required fields to successfully process the file when you re-import it.

2. Click Import and select Import From Excel.

3. Select Update Existing.

4. Update an exported or previously imported template with the new information.

   Standard Fields Show/Hide Fields

   • Type: The asset's category or type. You can only select a subtype at the very end of a hierarchy (a "leaf node"). Once you select a type, the form automatically updates to show additional fields based on the fieldset assigned to that asset type.

   • Trade: The trade associated with the asset.

   • Name: A descriptive name for the asset.

   • ID: A unique alphanumeric code for the asset. This code must be unique across the entire company.

   • Status: The asset’s current operational status. This field remains disabled until an asset type is selected. Once the type is chosen, the dropdown is populated with the statuses defined in the status group assigned to that asset type.

   • Photo: A placeholder or representative photo. Uploading a new photo will replace the existing one.

   • Location: The physical location of the asset within the project’s location hierarchy.

   • Latitude: The latitude coordinate for the asset to support map-based positioning.

   • Longitude: The longitude coordinate for the asset to support map-based positioning.

   • Description: Additional details or notes to describe the asset and provide further context.

   
   Note: Alternatively, you can download a the template for that asset under the Create New option, and add rows for the records you want to update. Once imported, records with a matching Asset ID will be updated in the Company Register.

5. Save the file.

6. Back in Procore, select the file.

   • Click Attach File and select the prepared assets file.

   • Drag and drop the prepared assets file from you computer to the upload box.

7. Click Import.