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Importing your Item List into StructShare

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Written by Noam Karoly
Updated over a month ago

Background

Import your item list into StructShare so that your field teams can reference the items they need for material requisitions.

Points to Consider

  1. System Admin Permission is required for this task.

  2. Catalog Categories must first be created in System Settings before they can be assigned to items on this import. Catalog Categories (refer to this article)

  3. You can add individual items manually, or in bulk via Excel import.

    • Please leverage this Company Items Import Template (go to File > Make a Copy to create your own list) for importing your Company Items and associated item groupings (Catalog Categories).

  4. The system will not allow the import to proceed if either of the two required columns are missing data (Item Name and Unit of Measure).

  5. StructShare restricts item duplication in the Company Items:

    • The Company Items are designed to be a centralized source of truth for item naming and labelling. Because of this, we restrict duplicated records that share all item attributes.

      • Items will need to be unique. You can leverage any of these fields to ensure that items are recognized by our system as unique values:

        • Item Name

        • Internal Identifier

        • UPC

        • Model #

        • Manufacturer

  6. Once the Excel sheet has been uploaded to StructShare, you will then map the columns in the file to the item attributes in StructShare.

Steps

  1. Extract an items list out of your accounting system, estimating system, or internal filing system. For importing, please use the Company Items Import Template.

  2. Add your Item Names and Units to the "Company Items IMPORT" tab.

  3. Add your Catalog Categories to the "Catalog Categories Builder" tab.

  4. The Catalog Categories will automatically populate on the Company Items IMPORT tab.

  5. You can add optional information in any of the following blue columns (red columns are required):

    • Item Code

    • Cost Code

    • Cost Type

    • Budget Category

    • Warehouse

    • Inventory (In-Stock count for a Warehouse)

    • Expected Price

    • Notes

    • Manufacturer

    • Model Number

    • UPC

    • Image URL (must be a link to an image on a website)

      • Once you have found the image you want to use, right click > copy image address, then paste

  6. Once you have finalized the list, export to Excel.

    1. File > Download > Microsoft Excel (.xlsx)

  7. In StructShare, navigate to the Company Items page and click the Upload Items button in the upper right corner.

  8. Map the columns in the file to the corresponding item attributes in StructShare.

  9. You can select "Ignore" for any columns that do not have data or contain data you don't want to import to StructShare.

  10. Check the "Ignore first row" checkbox in the bottom right corner to ignore the first row column headers.

  11. Verify the blue button in the bottom center "Import xx Rows" contains the expected number of items.

    1. If the number of rows is significantly more than expected, return to the Excel file and delete the blank rows, save, and restart with step #7 above.

  12. Once ready, click the blue "Import XX Rows."

    1. The system will advise if the import was successful, or generate an Error Report with the reason(s) why any rows were not successful.

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Questions?

  • Live Chat through StructShare:

Related Articles
Create a Supplier Catalog in StructShare
How to Create and Import a Project in StructShare
Company Items: Understanding Column Headers & Import Options
Bulk Update Company Items via Import
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