Importing Data

This guide covers how to prepare and import data into Ex-Online using import packages. For the technical format specification, see Import Package Format.

Ex-Online uses import packages (ZIP files) to bulk import data. An import package contains an Excel spreadsheet with equipment data and, optionally, document files to be linked to equipment.

Getting the Import Template

The template is available from the Help menu.

1. Click the Help button (question mark icon) in the top header bar.

2. Click Downloads.

   (Help menu)

3. On the Downloads page, download the Project Import Template.

   (Downloads page)

You can also download an Example Project Import Package from the same page — a complete working example with sample equipment and documents.

Use the Example

Import the example package into a test project first to see how Ex-Online organises imported data before preparing your own.

Preparing Your Data

1. Extract the template and open the Excel spreadsheet inside.

2. Fill in the spreadsheet using the tabs you need:

   • Equipment tab: Add a row for each tagged equipment item. TAG_NO is the only required column; the other columns are optional.
   • Associated Equipment tab: Enter an item number (for linking to equipment) and Cert # for each associated equipment record. All other fields are optional. If the certificate number already exists in the project, the import links that record to the relevant equipment items. Otherwise, it creates and links a new record.

   For details about the other tabs and fields, see the Import Instructions tab in the import template.

3. Prepare documents (optional) — put document files in the same folder as the spreadsheet. Use supported formats: PDF, JPG, PNG, GIF. Do not nest them in subfolders.

4. Create the ZIP archive — select the spreadsheet and the document files, create a ZIP, and name it descriptively (e.g., Project-Import-2026-03.zip).

Keep the ZIP intact

Import the .zip file directly — do not extract it first. Ex-Online expects the compressed archive.

Tips for preparing your data:

• Test with a small batch first — import a few items to confirm formatting before importing thousands.
• Use YYYY-MM-DD for all dates — other formats are not accepted.
• IECEx certificates don’t need a file — enter the full certificate number without spaces (e.g. IECExPTB06.0025X) and the system fetches it automatically.
• File names are case-sensitive — Certificate.PDF and certificate.pdf are different files. Always include the extension.
• You can include multiple spreadsheets in one ZIP (e.g. one per site). All will be processed and can reference the same documents.

Importing the Package

Back Up First

Always create a backup before importing data. See Backing Up Projects.

1. Open your project and click the Project Options button (circle with three dots) next to the project name in the orange header bar.

2. Click the IMPORT / EXPORT tab.

3. Click Choose Files and select your import package ZIP file.

4. Click Import.

   (Import section in the Project Window)

A backup is automatically created before processing begins.

Skip Backup

Tick Skip Backup only for empty or disposable projects where losing current data is acceptable.

Reviewing the Summary

After import completes, a summary shows how many items were imported, ignored, or failed.

(Import summary)

Category	Description
Imported	Items added
Ignored	Items skipped during this import
Failed	Items that couldn’t be imported (with reasons)

Review the summary carefully, especially any failed items. Click OK to close the summary and the Project Window. Your project is now populated with equipment data.

Common Import Scenarios

• Initial setup — Create a project, then import a complete package with all equipment and documents
• Adding new equipment — Prepare a package with only new items; existing items are untouched
• Bulk document upload — Put the document files in the ZIP next to the spreadsheet. Do not add rows on the Equipment tab. Fill in the Equipment-Docs tab instead, and enter the existing Tag No. in the Tag No column for the item each document should link to.

Do not use Import to update equipment

To change existing items, use Group Editing or the Equipment Window.

Example Packages

Equipment only

The simplest import — a spreadsheet with no documents:

MinimalImport.zip
└── Equipment.xlsx

Equipment with documents

A typical import with certificates and photos linked to equipment:

FullImport.zip
├── Equipment.xlsx
├── IECEx-12345.pdf
├── ANZEx-67890.pdf
├── JB-001.jpg
└── JB-002.jpg

Troubleshooting

Issue	Solution
Import fails	Check the ZIP isn’t corrupted, verify the structure matches the template, try a smaller test import first
Some items failed	Review the summary for specifics — common causes are missing required fields (TAG_NO on the Equipment tab, or item number and Cert # on the Associated Equipment tab), invalid date formats, or unsupported document types
Documents not linked	Verify filenames match spreadsheet references and documents are in the ZIP next to the spreadsheet
Data looks wrong	Restore from your pre-import backup, fix the package, and re-import

Related Topics

• Import Package Format — Technical format specification, column reference, and examples
• Import and Export Lifecycle — What happens behind the scenes during an import
• Backing Up Projects — Creating safety backups before imports