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Import Wizard

Create asset, person, operator, branch, and location imports via the import wizard in Settings, under Import Settings > Asset Management/Supporting Files imports > Imports.

General permissions for these imports, determining how much an Operator can do:

  • Upload source files.

  • Execute imports for card types for which you have write permissions.

  • Configure imports for card types for which you have write permissions.

Permissions needed to access the Supporting Files or Asset Management import, where the permissions for the various card types are required to be able to import the related card type:

  • Asset Management > the applicable asset types: Read, Write, Create

  • Supporting Files > Persons: Read, Write, Create

  • Supporting Files > Operators: Read, Write, Create

  • Supporting Files > Branches: Read, Write, Create

  • Supporting Files > Locations: Read, Write, Create

Create a new import

In the TOPdesk settings, under Import Settings > Asset Management or Supporting Files imports > Imports, click New import.

1. Select target

In step Target, select the card type you want to import. If you want you can add a brief description.

2. Define source

In step Source, select the file you want to import from (CSV or XLSX), connect with the MS SQL database to import from, or select Azure for the Supporting Files import.

Don’t have a source file yet, or unsure whether your source file is correctly formatted? Use Download xlsx template to obtain an empty, pre-formatted file to fill. If you can use a source file that has already been uploaded to TOPdesk, you can pick one of the Previously uploaded files. To remove a source file, select the file and use the bin icon next to the ‘Previously uploaded files’ drop-down list.

After connecting your import to a source, indicate the time zone of any date fields in the source file.

remark

Import source files have a size limit of 20 MB.

To only import part of the source, add one or more filters. You can check whether a source value is empty or contains a specific value.

See Setting up Azure AD as the Supporting Files import source for more information on how to set up the Azure source link.

3. Create field mapping

Map the listed source fields to their counterpart in TOPdesk. Any unmapped fields will not be imported. In some cases you need to specify the type of data in the source field.

All fields marked with an asterisk * need to be mapped before you can proceed to the next step. Make sure no fields under Select a TOPdesk field: with an asterisk are left unmapped.

In the Optional settings of a mapped field (found by clicking on a mapped field), depending on the card and field type, various extra cases can be determined:

  • Empty values in the source: determine what to do with empty values in the source. You can let TOPdesk fill a default value, keep the field empty, or keep the value as it is in TOPdesk.

  • Values not present in TOPdesk: when you import values for a drop-down list, you can determine what to do with unrecognized values. Available options are to skip the record, clear the field on the relevant card, or use a fallback value. For some fields, extra options are available to create new cards based on the source, and keep the values already filled in TOPdesk.

  • Values longer than # characters: most text and number fields in TOPdesk have a maximum input length. If the source contains more characters, you can let TOPdesk skip the record, keep the values already in TOPdesk, or import only the first # characters.

  • Only import values for this field if it is empty in TOPdesk: with this checkbox which is located at the bottom of the Optional Settings for some fields you can determine values in TOPdesk won't be overwritten by the import.

remark

For Asset Management imports, you can only import fields that are also available on the asset template. As an example, the reservations widget must be added to an asset template for its fields to appear in the field mapping list.

Importing managers with Azure AD

The process for importing manager information requires some extra attention. When importing person cards with Azure AD as source:

  1. For ‘Select a TOPdesk field’, pick Manager.

  2. For ‘Which source value should be imported into ‘Manager’?’, we recommend to pick manager employeeId, mail, or userPrincipleName as these tend to be unique.

  3. For ‘Which type of data does the source field contain?’, pick the TOPdesk field that contains the information that you chose in the previous step. As an example: if you chose employeeId, picking Employee Number is generally the TOPdesk field that contains this information.

TOPdesk will automatically recognize which persons are managers and update these cards accordingly.

Importing images for Operators and Persons with Azure AD

Add images to your Operator and Person cards with the Supporting Files import via Azure AD. Follow the steps below while creating a new import or adjusting an existing import.

  1. For Select a TOPdesk field, pick Image.

  2. TOPdesk says that images will be imported from the source in original size. Choose Apply to continue.

The Image field is mapped to 'profile image' in Azure AD.

4. Define import settings

Indicate which TOPdesk field you want to use as the unique key. The values of the field should be unique both in the source file and in TOPdesk, so that the source data can be linked to the correct TOPdesk card.

Decide whether the import must be able to import new cards, and if it can also update already existing cards. Additionally, choose what TOPdesk should do with existing cards that are not in your source.

remark

If you are importing separate batches of cards with a CSV or Excel file, it can be useful to make TOPdesk leading. You then do not have to include all cards of the relevant type in your source.

5. Schedule the import

Indicate how you want to run the import. Scheduled imports run on a set day or time. Automated imports are based on automated file uploading, and will run each time a file with the set name is uploaded again.

6. Check the preview

The records listed under Errors will not be imported. Either run the import this way, thus not importing those records, or correct the data in the source file and upload the updated source file in step 2: Source.

Save the import, or activate the import if it will run automatically.

Run the import

warning

Make sure you have created a backup before you run an import.

You can now run the import you created.

Check the results of import runs under Import Settings > Asset Management imports or Supporting Files imports > History.

tip

When you first test the Import Wizard, use a source file with only a few records. Furthermore, set that TOPdesk is leading in step 4 so all other cards are left unchanged.