Importing item types
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Overview
Using the Item Type Import feature is a fast an easy way to create new Item Types in bulk rather than manually adding them one at at time. This article explains how to create the import file correctly so there are no errors during the import.
Creating Item Type Import Files
The Item Type import file must be in the comma separated value (CSV) format. This format separates each value with a comma. The easiest way to make this file is to use a spreadsheet program like Microsoft Excel. Just put each value in a different cell. When it is time to save the file, use Save As, and select the CSV (comma delimited) file format.
Anatomy of an Item Type Import File
The Item Type import file defines the Custom Item Types that are part of the Job. This includes the basic Item Type information (i.e., Item Type Number, Name, Quantity) as well as any Custom Properties you want to import (i.e., Design Length, Design Width, etc.).
Above is the template for a Custom Item Type import file. Because Stock Item Types have no predefined quantity to be produced the way Custom Item Types do, the import file will look exactly the same, minus the Quantity column. Below is an overview of each column.
| Column | Header | Required | Description |
| Column 1 (A) | Number | Always | The Item Type Number |
| Column 2 (B) | Name | Always | The Item Type Name |
| Column 3 (C) | Quantity | Required for Custom Item Types. Omit this column for Stock Item Types | The Quantity of the Custom Item Type required for the Job |
| Column 4 (D) | Process | Optional (NOTE: If an Item Type does not need a Default Process this column can be left blank, but the column must exist, and must have a header) |
The Default Process for the Item Type |
| Column 5 and above (E and above) | Custom Property Name | Optional | Custom Property values you want to import with each Item Type |
The first row of the file should include the headers shown for defining the Items. The second row should include the information to go along with each header item. Each corresponding value should be directly under it's header.
When using Custom Properties, make sure you spell the Property name exactly the same as it is in the Custom Property definition under Setup in your Idencia system. Including a Custom Property that has not been defined in Idencia will cause an import error.
Below is an example of a Custom Item Type import spreadsheet using Custom Properties defined in previous Idencia 101 Homework tasks.
The headers for the Custom Property columns (columns E-J) must be spelled exactly the same as the Custom Property name in Idencia, including every space, dash, period, and punctuation mark. When creating columns for custom properties, it is usually best to copy and past the custom property name into the spreadsheet to make sure they match exactly.
Note that the second Item Type (18.E) has two blank columns. This Item Type will be imported with no default process and no Length. The first three columns must have data in every row. The remaining columns are optional.
Additional information to note:
- Custom Property columns can be in any order
- You do not need to include a column for every Custom Property, only the ones you wish to import or update.
- Including a Custom Property column that is not valid will cause an import error.
Updating Existing Item Types in Bulk
Though it is most common to create a spreadsheet of new item types that need to be added, you can also create a spreadsheet of item types that need to be updated. When your .csv file is imported, the application will look at each row in the spreadsheet and attempt to find an existing item type with a matching Item Type Number. If one is found, that item type's custom properties will be updated. If no matching item is found, a new item type will be created. You may include both new item types and existing item types in the same spreadsheet. New items will be created. Existing items will be updated.
When updating an existing item, any columns left blank in your spreadsheet will be skipped.
Creating the .CSV File
Once you have the data correctly entered into your spreadsheet, you'll need to save the Excel file in .CSV (Comma Separated Value) format. Click on the File menu in Excel, then choose Save As. In the File Type drop down list, choose the CSV (Comma delimited) (*.csv) option.
Importing the File
To import a file of Stock Item Types:
- Go to Settings --> Item Types
- In the upper right-hand corner of the screen, click Import
- Browse to the file and click Open.
- Click Next. The file will be scanned for errors.
- Click Import.
To import a file of Custom Item Types into a Job:
- Go to Jobs
- Select a job from the list
- Below the Job details, to the right of the Custom Item Types header, click Import
- Browse to the file and click Open.
- Click Next. The file will be scanned for errors.
- Click Import.
Excel Template
Below is a link to an Excel template with instructions. Click the link to download the template file.
Custom Item Type Import Sheet_With Instructions
Once you've downloaded the template, try importing new Custom Item Types into one of the jobs you created in a previous Idencia 101 lesson. You can also try updating existing Item Types and Stock Item Types.
If you struggle check out the video below.
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