Importing Licenses into License Tracker

This article covers the steps to importing your licenses via a bulk CSV import. To skip ahead:

• Importing a CSV
  • Reading your Import Error Log
• Setting up Your CSV File
  • Required Fields
  • Optional Fields

Navigating to the License Importer

To get to the License Importer:

1. Click the ellipses () icon in the top right corner of your Licenses module.
2. Click "Import Licenses".

Importing a CSV

The following section assumes you have a CSV ready to import. If you still need to create your CSV, skip to Setting up Your CSV File.

Once you're ready to import your CSV:

1. Navigate to the license importer and upload your CSV file.
   • If your CSV has invalid or missing column names, a red validation error will appear on the screen after uploading your file. Remove or correct the column names (per the error message) and repeat step 1.
2. Click "Import CSV".
3. Once the file has been processed, you'll receive a notification with the results of your import (failure/success). 
4. If the import fails, click the notification to download a CSV error log of your most recent import.

The license importer is pass/fail, meaning if one row in your CSV fails the entire sheet fails (and nothing is imported). Learn more about reading your import error log in the next section.

Reading your Import Error Log

The error log provides a CSV file with your dataset and the rows which received errors. The error log will be a separate "error" column in your data that includes:

• 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 navigate to the License Importer and click the "Past Imports" tab.  

Setting up Your CSV File

To make it easier to get your import CSV ready, we've provided a downloaded sample file. You can download this from the "Import Licenses" modal.

Required Fields

These are the fields required during a license import (exact column names in parentheses):

• **Category ('category'): Must be "badge", "certificate", or "other".
• **Location ('location'): Must match the name of a location in Simplifya.
• License Name ('license_name')
• License Number ('license_number')
• Expiration Date ('expiration_date'): License expiration date displayed as "mm/dd/YYYY".

**Will throw errors if data doesn't match existing values

Optional Fields

These are the optional fields that can be included during a license import (exact column names in parentheses):

• **Renewal Status (' renewal_status'): Must match the name of an custom renewal status.
• ^Reminder Recipients ('send_reminder'): User names (must be exact match) or email addresses that will receive renewal reminders.
• ^Renewal Reminders ('renewal_reminder'): Number of days before expiration date to fire renewal reminders.
• License Authority ('license_authority')
• Company ('company')
• Note ('note')

**Will throw errors if data doesn't match existing values; ^Accept multiple values (separated by '|')

Permissions

The following permissions apply when using custom statuses:

• Administrators: Can import licenses.
• Consultants: Can not import licenses.