How to Bulk Upload Assets (Desktop)
Your entire asset inventory, or a subset of your inventory, can be uploaded in bulk into your Tenna account. This can be done for either Owned Assets, Rented Assets, or Consumables.
Permission Requirements: Power Users and any user with the "Add Asset" permission have the ability to bulk upload assets.
Important! The bulk upload process is very detailed and recommended to be done under the guidance of a Tenna representative, initially. Reach out to your Tenna Rep for the Bulk Upload Guide resource.
NOTE: Bulk uploads can only be done on a desktop, not in the Tenna App.
Bulk Upload Important Notes
The bulk upload process requires precision. Each column accepts certain answers to upload correctly. Follow the below tips to assist in an easier bulk upload process.
- Lean on your Tenna Rep. We strongly recommend that the initial Bulk Upload is done with the supervision of your Tenna Rep. Contact them prior to attempting the process alone.
- Ensure account setup is complete. There are elements, like your Tenna Org Chart, Major and Subcategories, and Users/Contacts, that should be set up prior to bulk uploading assets, because answers in the template must match these fields.
- Come ready with the details. Before filling the template, contact the various POCs in your organization to obtain pertinent asset information.
- IT: Provide a data dump from your ERP, Maintenance Program, Fleet System, or other systems.
- Vista Users: Tenna has a SQL query that you can run to export key fields from the Vista Equipment Master, EMEM.
- Insurance Rep/Broker: Provide all VINs (they have this for insurance purposes) - specifically, your Insurance Audit List (at least for Equipment/ Fleet).
- Finance/Accounting: Asset cost related data fields.
- Always download the latest template directly from Tenna. These templates are occasionally updated, so older versions will not upload.
- Review the Bulk Upload Guide. Your Tenna Rep can provide a Bulk Upload Guide that details each field and the appropriate submissions.
- Be precise. Some columns are case sensitive, or only accept numbers, or do not accept symbols. Follow the recommendations for each column in the Bulk Upload guide to prevent errors in the upload.
How to Bulk Upload Assets
- 1
- Select "Assets" from the navigation bar on the left side.
- 2
- Click "Create Asset" on the top right.
- 3
- Select "Bulk Upload".
- 4
- Select "Owned (Standard Assets)", "Owned (Consumables)", or "Rental".
Important! The templates are different for each, so these asset types must be bulk-uploaded separately.
- 5
- Click the link to download the appropriate Bulk Upload Template and open in Excel.
Important! These templates are occasionally updated, so it is very important that you always download the latest version directly from this window.
- 6
- Populate the Bulk Upload Template with your asset information.
Enter your asset information. Required fields are designated with * in the column header.
Important! Each field must be entered correctly to prevent errors when uploading. There are certain answers that are accepted or not accepted for each field. Review the bulk upload guide with your Tenna Rep if you have any questions.
Pro Tip! Save your bulk upload template as an .xls file while you are editing it. Remember that in a .csv file, you cannot save formatting. When you are finished populating the template, remember to save a final .csv for your upload.
- 7
- Once complete, drag and drop your .csv file or click "Select a File to Upload".
Once the file is added, you may navigate off the page while the data uploads. When you return, the progress of the upload will be shown until it is complete.
- 8
- Review upload successes and/or failures.
If all assets were created successfully without error, congrats! The bulk upload is complete. Assets should now be included in the Assets list on the left side navigation menu.
If any assets failed, download the revision template and review the errors in the first column of the file. Fix the issues and re-upload.
Repeat this process until all assets are successfully added to the system.
NOTE: If you want to perform a "bulk edit" to your assets, reach out to Customer Support via help@tenna.com or call 888-836-6269.
Bulk Upload Error Messages
Use the below table to troubleshoot any errors received in your bulk upload.
Error Message |
Condition |
|---|---|
| missing field: {Field Name} | Indicates a required field that is missing in the uploaded file |
| Please ensure column order and column names match the provided template for accurate processing: {Column Name} | Uploaded file has extra columns or columns out of order compared to the template |
| {Field Name} should be equal to one of the allowed values | Refer to Bulk Upload Guide (from Tenna Rep) for allowed values for each field |
| {Field Name} is not valid | There is a pattern for this particular field that is not matching the provided pattern. Example: VIN # must be 17 characters with alphanumeric values, |
| Major Category Type is not defined | Major Category is empty in the uploaded file |
| Subsidiary, Division or Department is not valid | Answer does not match your account subsidiary, division, or department names |
| Major Categories or Subcategories not valid | There is a mismatch or a typo in the category name that requires correction |
| OEM is required when integration is enabled | If OEM Integration Enabled = ‘yes’ then OEM is a required field. It must match any value from the list in the header. |
| PIN is required when OEM is provided | If OEM Integration Enabled = ‘yes’ then pin is required |
| Fuel type is required | Fuel Type is required and must be a valid value |
| invalid inspection Form name to be deprecated | Form name for the entered inspection does not match any value from your account |
| invalid DVIR Form name to be deprecated | Form name for the entered DVIR does not match any value from your account |
| Status not valid | Status is incorrect |
| Billing Type is required when billable is true | If Billable = ‘Yes’ then Billing type is a required field. |
| Site is not valid | Entered site name does not match any sites in your account. |
| Engine Hour is not valid | unexpected error: “current_hours must match a schema in anyOf.” If value isn’t inline with existing numeric values = “current_hours must be equal to one of the allowed values: numeric, N/A, or n/a” If value isn’t numeric = “current_hours must be number” |
| Miles is not valid | unexpected error: “current_ must match a schema in anyOf.” If value isn’t inline with existing numeric values = “current_miles must be equal to one of the allowed values: numeric, N/A, or n/a” If value isn’t numeric = “current_miles must be number” |