Import Dashboard - Import File Preparation

Before starting an import, you must prepare the .csv file containing the required asset data.

This describes the required structure of the file, explains each column, and provides examples. It also highlights which data can be retrieved from Job Management (Connect) and which fields need to be entered manually.

General Guidelines

  • The file must be in .csv format.

  • The column headings must exactly match the expected names.

  • Avoid using spaces in the values for the following columns:

    • Type

    • Status

    • Compliance Status

    • Compliance Renewal Type

  • New or missing information can either be:

    • Completed directly in the .csv file before the import

    • Added manually in the system after the import has finished

If any mandatory field valuesare missing(the field is empty) from the .csv file, the system generates an errorduring the import process. If this happens, the specific asset row which generated the error is not imported. You must correct the .csv file by adding the missing data and re-importing the file.

Custom Fields

When using Custom Fields:

  • The column names in the .csv file must exactly match the Custom Field names configured in Job Management (Connect).

  • If the column name does not match a known Custom Field, the system is not going to recognise it and the data is not going to be imported. The system ignores the field during the import and there is no warning displayed.

  • Asset Management receives the list of valid Custom Fields from Job Management (Connect)during the nightly synchronisation.

  • You must ensure you are using the latest available Custom Field names before preparing the .csv file.

Classification Codes and Spatial Hierarchy

  • Building System Code, Product Code, Element Function Code, and Complex Code must follow the Uniclass classification standards.

  • Site, Property, and Floor Space must match names exactly as they are maintained in Asset Management. If the entered name does not match an existing record, the system may generate a warning.

  • Level must be an integer between 1 and 20. If the value is outside this range or invalid, an Error is generated and the asset is not imported.

The Classification Codes:

  • Building System Code

  • Product Code

  • Element Function Code

  • Complex Code

And the Spatial Hierarchy fields:

  • Site

  • Property

  • Floor Space

  • Level

These are available only for assets originating from portfolios assigned to the TM ALM 1.0 data model.

If the .csv file contains values for the Classification Codes or Spatial Hierarchy fields, but the selected Portfolio is not using the TM ALM 1.0 model, or the TM ALM 1.0 system flag is not enabled:

  • The values from these columns are not be imported into the system.

  • No warning or error is generated for these fields.

The import proceeds as usual, but the Classification Codes and Spatial Hierarchy values are ignored.

Columns List

The table below provides a description of each mandatory and optional column used in the asset import .csv file.

Column Name

Mandatory

Type of data

Max. Character Length

Source

Description

Example

ID

Yes

text

128

Job Management (Connect)

Asset External ID

Unique identifier for the asset.

ASSET-1234

Customer ID

Yes

text

128

Job Management (Connect)

CustomerExternalID

The external ID of the customer this asset belongs to.

Customer-1234

Type

Yes

text

Job Management (Connect)

The type of asset, selected from one of the following values:

  • Component

  • SubComponent

  • AssetGrouping

  • ComplianceItem

  • ThirdPartyOwned

The value must be provided without spaces.

SubComponent

Status

Yes

text

Job Management (Connect)

The asset status, selected from one of the following values:

  • Not Installed

  • Installed

  • Removed

The value must be provided without spaces.

NotInstalled

Category

Yes

text

Job Management (Connect)

Category of the asset, which must match an existing category name in Job Management (Connect).

Dishwasher

SubCategory

Yes

text

Job Management (Connect)

Sub-category of the asset, which must match an existing sub-category name in Job Management (Connect).

Sub-Dishwasher

Name

Yes

text

64

Job Management (Connect)

Name of the asset.

Boiler unit 7

Quantity

Yes

number

Job Management (Connect)

Quantity of assets.

3

Is Property

No

bool

ALM

Indicates if the asset is a property, from one of the following values:

  • True

  • False

True

UPRN

No

number

12

Job Management (Connect)(property)

Unique Property Reference Number - a unique identifier assigned to a property asset.

  • If ‘Is Property’ = True → UPRN can be provided. The value should be a valid UPRN associated with the property.

  • If ‘Is Property’ = False or empty → UPRN must be left empty. If a UPRN is provided for a non-property asset, it causes a validation warning.

UPRN must be unique across the database:

  • If the UPRN already exist in the system, the asset is still imported, but a warning is generated.

  • The duplicated UPRN is not saved for the new asset.

10002112345

Include in Financial

No

bool

ALM

Indicates if the asset should be included in the financial reports, from one of the following values:

  • True

  • False

True

Include in Depreciation

No

bool

ALM

Indicates if the asset should be included in the depreciation calculations, from one of the following values:

  • True

  • False

True

Address Line 1

No

text

Job Management (Connect)(property)

Address Line 2

No

text

Job Management (Connect)(property)

Address Line 3

No

text

Job Management (Connect)(property)

City

No

text

Job Management (Connect)(property)

Postcode

No

text

Job Management (Connect)(property)

Country

No

text

ALM

Latitude

No

decimal

Job Management (Connect)(property location)

Geographical latitude.

51.5074

Longitude

No

decimal

Job Management (Connect)(property location)

Geographical longitude.

-0.1278

Tag ID

No

text

64

Job Management (Connect)

Physical label identifier for the asset.

QR-Boiler-2024

Serial Number

No

text

128

Job Management (Connect)

Serial number of the asset.

SN-ABC-78910

Barcode ID

No

text

Job Management (Connect)

Barcode of the asset.

001122334455

Core Property Component

No

bool

Job Management (Connect)

One of the value:

  • True

  • False

True

Parent Asset

No

text

128

Job Management (Connect)

The external ID of the parent asset.

Asset-2345

Description

No

text

500

Job Management (Connect)

The description of the asset.

This boiler is a good boiler.

Display on Tenant Portal

No

bool

Job Management (Connect)

One of the value:

  • True

  • False

False

Asset Condition

No

text

Job Management (Connect)

Condition of the asset, which must match an exist condition in Job Management (Connect).

New

Decent Indicator

No

text

Job Management (Connect)

A pass or fail as to whether the asset is in a sufficient condition, from one of the following values:

  • Pass

  • Fail

Pass

Manufacturer

No

text

128

Job Management (Connect)

Asset’s manufacturer name.

Hotpoint

Model

No

text

128

Job Management (Connect)

Asset’s model.

Hotpoint 5000

Calculated Replacement Date

No

datetime

Job Management (Connect)

The estimated date the asset should be replaced.

Two date format are acceptable: dd/mm/yyyy or dd/mm/yyyy hh:mm:ss.

01/10/2025

Planned Replacement Date

No

datetime

Job Management (Connect)

The date you intend to book an appointment to replace the asset.

Two date format are acceptable: dd/mm/yyyy or dd/mm/yyyy hh:mm:ss.

01/10/2025 08:12:34

Replacement Cost

No

decimal

Job Management (Connect)

The cost of replacing the asset.

You can store numbers with up to 13 digits before and 5 digits after the decimal point.

512.123

Installed Date

No

datetime

Job Management (Connect)

The date the asset was physically installed at the property.

13/08/2020

Last Condition Update Date

No

datetime

Job Management (Connect)

The date the last time the asset’s condition was checked and updated.

13/08/2023

Location

No

text

Job Management (Connect)

Value

No

number

Job Management (Connect)

The actual value of the asset.

You can store number with up to 13 digits before and 5 digits after the decimal point.

100.12

Condition Update SLA

No

number

Job Management (Connect)

The SLA period for how regularly the asset condition needs to be checked and updated (in days).

365

Compliance Item

No

bool

Job Management (Connect)

Whether or not the asset is a compliance item, from one of the following values:

  • True

  • False

False

Last Compliance Check Date

No

datetime

Job Management (Connect)

The date and time the asset last had a compliance check.

13/08/2023

Compliance Status

No

text

Job Management (Connect)

One of the value:

  • Compliant

  • Non-compliant

  • Requires Action

The value must be provided without spaces.

RequiresAction

Compliance Interval

No

number

Job Management (Connect)

Compliance checking interval (in months or days).

15

Compliance Renewal Threshold

No

number

Job Management (Connect)

Renewal threshold (in months or days).

5

Compliant Until Date

No

datetime

Job Management (Connect)

The date the asset becomes non-compliant and needs an appointment.

13/08/2023

Compliance Jeopardy

No

number

Job Management (Connect)

Jeopardy period for compliance.

50

Asset Check Required

No

bool

Job Management (Connect)

Whether or not the asset needs checking, from one of the following values:

  • True

  • False

False

Expected Annual Repair Cost

No

number

Job Management (Connect)

An estimate of the cost required to maintain the asset annually.

You can store numbers with up to 16 digits before and 2 digits after the decimal point.

300.12

Ordinal

No

number

Job Management (Connect)

A simple ordering mechanism, making sure it is unique amongst the other assets for the same property.

5

Date Removed

No

datetime

Job Management (Connect)

The date the asset was removed.

25/02/2025

Create Order Based On Compliance Date

No

bool

Job Management (Connect)

Decides if an order is created when the asset passes its compliance date, from one of the following values:

  • True

  • False

True

Create Orders Days Ahead

No

number

Job Management (Connect)

The number of days ahead of the compliance date the order is created for the asset.

12

Code Template ID

No

text

128

Job Management (Connect)

The name of the code template you want to apply to the asset.

Supplier ID

No

text

128

Job Management (Connect)

The external ID of the supplier.

Purchase Order ID

No

text

64

Job Management (Connect)

Invoice Number

No

text

64

Job Management (Connect)

The number of the invoice, if the asset is allocated to the invoice.

Invoice-12/87/2020

Cost

No

decimal

Job Management (Connect)

Estimated cost of maintaining the asset.

You can store numbers with up to 13 digits before and 5 digits after the decimal point.

245.98

Compliance Renewal Type

No

text

Job Management (Connect)

One of the value:

  • MOT Type

  • From Date of Work

  • From Previous Compliance Date

The value must be provided without spaces.

FromPreviousComplianceDate

CustomField_Name

No

Job Management (Connect)

Additional optional information linked to the asset. Custom name fields must match existing custom data fields in Job Management (Connect).

Building System Code

No

text

ALM

The code representing the building system the asset belongs to. Part of the Uniclass classification model.

Ss_15_10_30_05

Product Code

No

text

ALM

The code representing the specific product type. Part of the Uniclass classification model.

Pr_15_31_04_12

Element Function Code

No

text

ALM

The code representing the function of the element in the building. Part of the Uniclass classification model.

EF_50

Complex Code

No

text

ALM

The code representing the complex or group the asset belongs to. Part of the Uniclass classification model.

Co_70_10_58

Site

No

text

ALM

The name of the site where the asset is located. Part of the organisation’s spatial hierarchy.

This must match existing Site names from ALM.

Greenwich Power Station

Property

No

text

ALM

The name of the property (building) within the site. Part of the organisation’s spatial hierarchy.

This must match existing Property names from ALM.

Block A

Floor Space

No

text

ALM

The name of the specific floor space or area. Part of the organisation’s spatial hierarchy.

This must match existing Floor Space names from ALM.

Main Boiler Room

Level

No

text

ALM

The numerical level of the asset location within the building. Part of the organisation’s spatial hierarchy.

This must be an integer between 1 and 20.

5

Fixed Asset ID

No

text

255

ALM

A unique identifier assigned to each fixed asset for tracking and accounting purposes.

FA-000123

General Ledger Account

No

text

255

ALM

An account in the organisations chart of accounts where transactions related to the asset are recorded.

120500

Cost Centre

No

text

255

ALM

A department or unit within the organisation where the asset’s cost is allocated.

It Department

Depreciation Method

No

text

255

ALM

The method used to calculate the decrease in value of an asset over time.

Straight Line

Profit Centre

No

text

255

ALM

A segment of the organisation responsible for its own revenue and expenses.

Regional Sales Unit

Project ID

No

text

255

ALM

A unique identifier used to associate the asset with a specific project.

PRJ-456