Importing Licenses in bulk into License Tracker

Many of our clients have lots of licenses, and we understand that entering each license one by one may not be the best use of someone's time. Because of this, we added a feature that allows you to download a template, add your license info to it, and import all of your licenses at once into Simplifya.

Note: Only Administrators have access to the Import Licenses feature.

The first thing to do is download the template.

Download the CSV template

1. Log in and navigate to the License Tracker module.
2. Click the ellipses icon in the top right of your screen, and then click the "Import Licenses" option in the dropdown. 
    
3. In the modal that opens, click the "Excel template" anchor text to download the template CSV file. 
   

Once downloaded, the next step is to fill out the template CSV file with your license data.

 

Fill out the template CSV file

Open the CSV file. You'll notice that it's populated with sample data to help illustrate which data goes where. When you're ready to enter your own license data, delete the sample data, but do not delete the column names (ex: 'category', 'location', 'license_type', etc.).

Required Fields

The following fields are required for a license import (exact column names in parentheses):

• Category ('category'): This must match an existing License Category name on your Simplifya account. Failure to match will kick an error. 
• Location ('location'): This must match the name of one of the locations on your Simplifya account. Failure to match will kick an error. 
• State ('state'): This is the state of the Location where the license is held. Please use the 2-character abbreviation for the state.
• License Type ('license_type'): 
  • For licenses in the "State Licenses" category, this must match the name of an available "State License" type (download a sample sheet to get the names of available license types). Failure to match will kick an error. 
  • For licenses in any category other than the "State Licenses" category, you're able to enter any text here that will help describe the license.
• License Number ('license_number')
• State ('state')
• Expiration Date ('expiration_date'): Expiration Dates must be entered in the format of "MM/DD/YYYY".

Optional Fields

The following fields are optional for a license import (exact column names in parentheses):

• Renewal Date ('renewal_date'): Renewal Date must be entered in the format of "MM/DD/YYYY".
  The date must be before or equal to the "Expiration Date".
• License Status ('renewal_status'): This must match the name of an custom License Status your company has added to Simplifya. Failure to match will kick an error. 
• Reminder Recipients ('send_reminder'): Enter the names (must be exact match) or email addresses of users on your Simplifya account that will receive renewal reminders. This field will accept multiple entries. Multiple entries must be separated by a semi-colon (ex: "Jeff Budweiser;[e-mail];Bob Pollard;Stephen Malkmus;[e-mail]").
• Renewal Reminders ('renewal_reminder'): Enter the number of days before the expiration date to fire renewal reminders. This field will accept multiple entries. Multiple entries must be separated by a semi-colon (ex: "10;30;45").
• License Authority ('license_authority')
• Renewal Cost ('renewal_cost') 
• Company ('company')
• Note ('note')

After completing the template, then next step is to import it into Simplifya.

Importing the CSV Template into Simplifya

Once you're ready to import your CSV:

1. Log in and navigate to the License Tracker module.
2. Click the ellipses icon in the top right of your screen, and then click the "Import Licenses" option in the dropdown. 
3. In the modal that opens, click the "Choose File" button and select the template you've saved and edited. 
   Note: If your CSV has invalid or missing column names, a red validation error will appear on the modal after choosing your file. Remove or correct the entries (per the error message) and repeat step 3.
4. If there are no errors present, click the "Import Licenses" button.
5. Once the file has been processed, you'll receive a notification with the results of your import (failure/success). If the import fails, you'll be able to download a CSV file that lists the errors (by line). Click the notification to download the CSV error log.

The license importer is pass/fail, meaning if one row in your CSV fails, the entire sheet fails (and nothing is imported). 

Reading your Import Error Log

The error log is basically just a CSV file of your import, but with an additional column ("errors"). The "errors" column will show:

• The field(s) on a row that have invalid data (if all data is valid the "error" column will be blank)
• The reason the data in that row is invalid

In addition to being able to download the error log from your notifications, you can access past error logs by clicking the "Previous Uploads" tab on the "Import Licenses" modal.

If you need any additional assistance, please contact [e-mail].