At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:
- Email – firstname.lastname@example.org
- Blog – https://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
- Feature Request – http://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them
FAQs of EZOfficeInventory are listed below
Here are some things you should be aware of before you begin importing data to EZOfficeInventory:
1) The first step is to make sure that you’ve finalized the mapping of your excel sheet columns to fields in EZOfficeInventory. Take a look at the predefined fields with assets and inventory. If they are not sufficient, add custom fields from Items –> Custom Attributes.
2) There should not be any merged cells in your excel sheet.
3) There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files.
4) All dates should be in the mm/dd/yyyy format.
5) For yes/no fields e.g. Retire?, put yes against the assets that should be in a retired state when imported.
6) Asset Identification Numbers (if you’re using them) have to be unique. There shouldn’t be any repetition of an Identification Number in your excel sheet. Moreover, they should only contain Alphabets and Numbers (no special characters, spaces, etc.).
7) All names (except for locations) should at least be 3 characters long. If you have a vendor called HP, maybe call them HP Laptops!
8) When you’re uploading files, previewing an import, or creating records; do not refresh the page or take any actions there. This will ensure that the process completes smoothly. You can continue working with EZOfficeInventory in a new tab/window.
9) When importing inventory records, if you give quantity to be added to stock, the Stock Price column must be mapped.
10) When importing members, if you choose for them to be subscribed to emails, the Email column must be mapped.
11) Make sure you have only one excel sheet in your document.
12) Email addresses cannot be added in as hyperlinks.
13) Ensure that email addresses for existing users in your EZOfficeInventory account do not start with ‘mailto:’. This is an example of an email address that won’t be imported: mailto:email@example.com.
You’re trying to import your LDAP server users to EZOfficeInventory, but facing an error during the process. To fix this, you need to verify that you’re doing it right. There are two possible reasons for an unsuccessful import/sync process:
- Not having the Last Name and Email attributes configured in your LDAP server.
- Importing invalid users’ email addresses.
Fix these issues and try the import again!
What if the Identity Provider asks for 4 attributes e.g. First Name, Last Name, Email and Principle Name? Will it matter as EZOfficeInventory only looks for First Name, Last Name and Email?
The extra attribute will not be an issue. However, while configuring, you’d most probably have to map the exact attribute names of the first name, last name and email fields that are provided by the Identity provider in Settings –> Add Ons.
Following are some of the URLs that you may need during the configuration process:
-Sign-On URL: https://<YourCompany’sSubdomain>.ezofficeinventory.com/users/sign_in
-Identifier/Issuer: https://www.ezofficeinventory.com (Note: Do not enter your subdomain with it)
–Assertion Consumer Service URL: https://<Your Company’s Subdomain>.com/users/auth/saml/callback
Someone at your organization tried accessing your EZOfficeInventory portal through SAML, but could not log in. To fix this, verify that your integration has been set up correctly.
A common issue is not having the Last Name and Email attributes configured in your SAML Set Up. To diagnose this:
1) Make sure EZOfficeInventory is getting the Last Name and Email for members. The relevant options are available under Settings → Add Ons → SAML.
2) Look for typos in the SAML Attribute Names added in EZOfficeInventory Settings. For example, if your SAML Attribute for the Last Name is last_name, it should be entered as such.
3) In most cases, the parameters/attributes are mapped in your preferred identity provider configuration settings. Otherwise, your service provider will ask you to map them.
You can create document linkages for items right as you update or upload them via an Excel sheet. Furthermore, you can attach up to 5 public media file URLs upon item import.
But what are media file URLs? These are the web addresses that direct you to media files uploaded online. You can access these by right-clicking on an image, hitting ‘Inspect’, and viewing the source attribute (more on that below). However, it is important to note that these addresses appear differently depending on the domain. For this reason, you might have to edit your links before you can add them to your Excel file, prior to the import.
Editing Dropbox media file URLs
Dropbox links end in the code “dl=0” or “dl=1”. Update this to “raw=1” before adding them to the Excel sheet. For example, the link https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0 needs to be edited to https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1. Once you’ve edited it, it’s ready to be copied to your Excel.
Editing all other media file URLs
Web addresses for media files generally end in their extension i.e. .jpeg for JPEG image type, .png for PNG image type, .gif for GIF image type, and so on. As an example, here’s what the URL for an image on our blog looks like https://blog.ezofficeinventory.com/wp-content/uploads/2019/04/businessman-riding-rocket-launching-from-smart-phones_70921-315.jpg. Notice how the image extension is at the very end of the address. Here’s how to get this address for your image.
- Navigate to the website where the image exists.
- Once here, right-click on the media file and hit inspect to see the HTML code for this element.
- The field highlighted in yellow shows the public URL for this image. It appears as the ‘source’ attribute (src in HTML).
- Alternatively, you can right-click on the image, click on ‘Copy Image Address’, and paste this address to a text-box or text application to see what it looks like.
- If the media extension (.jpg, .png, etc) is at the very end of the address, it’s ready to be copied to your Excel. This is true for the image shown above where the URL is https://blog.ezofficeinventory.com/wp-content/uploads/2019/04/people-hold-mail_41910-353.jpg.
- If the extension comes somewhere in the middle of the address, like https://example.com/images/television.png/112/dImL/, edit it to https://example.com/images/television.png.
Once you’ve edited your public media file URLs, you can now copy them to your Excel. Add up to 5 document links – separated by commas – into a column in your excel sheet. Remember to assign them to the “Document attachments” mapping upon import. They should look something like this: https://upload.wikimedia.org/Item46.jpg, http://bizplus.net/TransferDoc.jpg
Associating documents from the Account library
You can also associate documents right from the EZOfficeInventory Document’s Library (Items –> Documents) during the import. Just replace one (or more) of the public URLs with the file-name of the document.
e.g. “Flowchart12.jpg, https://upload.wikimedia.org/Item46.jpg“.
Exporting document list
Lastly, you can export a list of all your documents from More –> Documents –> Export –> CSV. The export would include links to the URLs of each document.
This error is shown when the Excel file you are trying to upload contains more than a thousand rows. This applies even when the rest of the rows are empty. To fix this, highlight any rows beyond a thousand and click Delete, removing them entirely. Conversely, you could create a new Excel file and copy/paste the values.
If you’re having trouble importing AINs with leading 0s, use the following technique:
- Convert Excel to CSV using File -> Save As -> Format: CSV.
- Highlight the column with AINs -> Right Click -> Format Cells -> Custom.
- In ‘Type’, enter the number of 0s you’d like to have for the AINs.
- Save, and import the CSV.
You can directly upload a maximum of 10 documents and images at a time from Items > Documents > Upload. You can also mass import documents and images and associate them to items through an Excel import. For this, you will need to first upload your documents to the cloud and then enter their hyperlinks into the excel file. One way of doing this is using Dropbox.
To learn more about how to import images and documents from Excel go here.
Step 1: Create a Free Dropbox account and upload all your documents and images to it. Make sure you create a public link for each of the documents uploaded (From Document Name > Share > Create a Link).
Step 2: Export an Excel file with a list of all your assets and their AINs. You can get this Excel file for assets from Reports > All Active Assets. Delete all the extra columns from your excel file but keep a column for asset number, name and documents.
Step 3: Populate this excel file with the Dropbox links of the documents against relevant assets. Note that Dropbox links end with “dl=0” and need to be updated to “raw=1”. For example, the link “https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0” needs to be “https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1”
Step 4: Upload your Excel file from Items > Assets > Import from Excel Sheet > Update Existing Assets. Make sure to map the column with your document URLs to ‘Document Attachments’ upon import.
To learn more about Excel imports, go here.
How to troubleshoot this error “Attachment has an extension that does not match its contents” when mass importing your dropbox images via excel import in EZOfficeInventory?
To fix this error “Attachment has an extension that does not match its contents” when mass importing images via excel import functionality in EZOfficeInventory, do the following:
You need to make minor tweaks to the shared links (created via DropBox share option) for your display images. The image’s shared URL must end with ‘?raw=1’.
Note: The end must not be missing ‘raw=1’ OR contain ‘dl=0’
See the following example:
Change image’s shared URL from:
Here’s a list of the file types you can upload in EZOfficeInventory:
Instances like recording bulk item data against the wrong location, or when relocating a warehouse from one place to another – there’s a need to transfer stock quantity in bulk from one location to another and record it. This can create a complex workflow. For this, EZOfficeInventory enables you to transfer asset stock and inventory items in bulk from one location to another using the excel import functionality.
- To do this, go to Asset Stock Listings Page → Click ‘Import from Excel Sheet’ button on the right → Select ‘Transfer Existing Asset Stock’. This will take you to the import page.
- After uploading the file, you’ll need to map the following columns:
These columns should be present in your import file:
- Asset Stock#
Any of the above two can be present for bulk import.
- Stock From (Location name)
- Stock To (Location name)
- Stock From (Location#)
- Stock To (Location#)
In Stock From and Stock To columns, both or either of the two can be present i.e. Location name or Location#
- Price / unit*
- Total Price*
- Comments (Optional)
*If you have both Price/Unit and Total Price defined and present, precedence will be given to Price/Unit.
- Hit ‘Preview’ when done.
- Hit ‘Transfer’ if the preview is good to go.
- Please ensure that there is enough quantity present in ‘Stock From’ location column when moving quantities from one location to another. An error will pop up if the import for a specific stock quantity isn’t successful.
- If a ‘Stock To’ location name or location# isn’t defined in the import file, and you have enabled ‘if not present, create location’ option, the transfer will not be successful for this item. Name such a location as ‘no location’ in your import file for successful data import.
Things you need to know!
- If a location (only Stock To location) isn’t present in your account, you can choose to create it when mapping the columns (as shown in the ‘Map Columns’ image above)
- While importing bulk transfer stock data, you can map only one of the two i.e. either location# or the location name in Stock From and Stock To columns. If Location name is mapped, location# will be disabled and vice versa.
As explained above, you can follow the same steps to transfer inventory stock in bulk from one location to another.
Often times, most organizations do not allow for third party cloud integrations with applications like OneDrive or Dropbox due to certain security protocols. This may make uploading documents in bulk a tedious task. You can’t go around uploading the same document for each item again and again, can you?
EZOfficeInventory saves you the extra time. It enables you to upload copies of the same document for multiple items in one go with the Excel import feature.
Let’s say you run a hospital and own a set of 10 MRI machines. You need to upload a user manual and attach it to each of these MRI machines in your EZOfficeInventory account.
So, how do you go about it?
Step 1: Upload the Document
First, upload the user manual document by going to More → Documents → Upload Documents.
Choose the relevant document file from your computer and hit ‘Upload Documents’.
Step 2: Copy the Document title
Once you’ve uploaded the document, it’ll show up in the Documents Library like so:
Copy the document title highlighted above, and head to Step 3.
Step 3: Export the Excel file on Assets
It’s now time to export data on relevant assets. To do this, go to Reports → Asset Reports → All Active Assets. Filter the Asset report by MRI machines and export the report as a CSV file.
Now, delete all the other columns from this Asset file except for the columns on AIN or Asset#, and Documents.
Step 4: Populate the Asset file with Document data
Copy the document title from Step 2 and paste it under the ‘Documents’ column. You can add document information as either of the following:
- Document title.pdf
Step 5: Upload the Updated Asset file
Now, upload this Asset file in your EZOfficeInventory account. Go to Assets → Import from Excel Sheet → Update Existing Assets. Remember, to map the column containing document URLs to ‘Document Attachments’ upon import.
This shall upload and associate copies of the user manual document in bulk to each of the Assets identified in the Excel file.
EZOfficeInventory saves you time and effort by giving you the option to bulk import members into your account using Excel spreadsheets.
To achieve this, go to Members → Import From Excel Sheet → Add New Members as shown:
This leads to another page. Here, you get the option to either create a template for importing members or proceed directly without creating a template.
Option 1: Bulk import with an import template
If you plan on doing excel imports multiple times, it is recommended to make a member import template. With the template in place, the system doesn’t ask you to map columns every time you do an import. This helps save time and facilitates faster imports.
Click on ‘New Import Template’.
Next, choose the columns you’d like to add in your template. This is how your mapping options shall look like:
Specify a Name for the template. Select the data fields that you want to include in each of the mapping columns and hit ‘Create Bulk import template’ once you’re done.
This is how your template shall look like after it’s created successfully.
You can also Edit or Delete the template at a later stage.
Create multiple templates for importing members and select whichever one suits your import requirements.
Now, click on ‘Choose File’, select the CSV file that includes your member information, and hit ‘Upload and Proceed’. With the template, you get a ready-made view of the mapping columns as shown:
Go to Proceed → Preview → Import , and voila, all your members have been successfully imported. You can always reuse the templates and import more members in a jiffy!
Option 2: Bulk import without an import template
To import members without using a template, select ‘No Template’ and click on ‘Choose File’. Select the relevant CSV file and map the columns. Then, go to Preview → Import to import members without the template.
Please note that only 1000 records can be imported at a time.
EZOfficeInventory does support importing images from Google Drive. However, Google tends to block any such requests. This is because it considers these import requests to be sent by robots and ignores them, thereby failing the import. This is a commonly encountered error when mass importing images from Google.
Instead of mass importing images, you can try importing images 5 at a time. Then the chances of an error occurring decrease, but are not eliminated entirely.
Therefore, to save yourself from this hassle, we recommend that you always use Dropbox or OneDrive when importing images. This way, your images will be imported successfully every single time.
This error results from missing email addresses. In order to import users to EZOfficeInventory with the LDAP integration, each user needs to have a last name and an email address associated with them. EZOfficeInventory uses email addresses to identify unique users in its database. In addition to this, email addresses are often the LDAP login attribute.
To avoid the import error, add an Email attribute for every new user that you create in your LDAP environment.