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FAQs

At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:

  1. Emailsupport@ezofficeinventory.com
  2. Bloghttp://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
  3. Feature Requesthttp://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

Importing Data

Importing in EZOfficeInventory – A Quick Guide

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 customers in your EZR account do not start with ‘mailto:’. This is an example of an email address that won’t be imported: mailto:example@donotemail.com.

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How do I add AINs with leading 0’s in Excel Import

To import assets with AINs with leading 0’s you can go with either of the following options:
1. In Excel, right click the AIN column -> Format Cells -> Text . And then add a leading 0 to the relevant rows
OR
2. Export the Excel to a CSV and then import into EZOfficeInventory. Be sure to review the CSV such that it has leading 0’s as well, otherwise edit the CSV before uploading
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Why am I facing an error when I try to import my LDAP server users to EZOfficeInventory?

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:

  1. Not having the Last Name and Email attributes configured in your LDAP server.
  2. Importing invalid users’ email addresses.

Fix these issues and try the import again!

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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.

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How to verify the information while setting up SAML Integration for EZOfficeInventory?

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

Learn More

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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.

Learn More

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How do I import images and documents when importing from Excel?

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.

  1. Navigate to the website where the image exists.
  2. Once here, right-click on the media file and hit inspect to see the HTML code for this element. URL address
  3. The field highlighted in yellow shows the public URL for this image. It appears as the ‘source’ attribute (src in HTML).
  4. 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.
  5. 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.
  6. 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.

Forming linkages

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.jpghttp://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 Items –> Documents –> Export –> CSV. The export would include links to the URLs of each document.

export documents

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When uploading an Excel document, I get the error ‘A maximum of 1000 records can be imported’.

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.

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How do I import assets from Excel with leading zeros in their asset identification number (AIN)?

If you’re having trouble importing AINs with leading 0s, use the following technique:

  1. Convert Excel to CSV using File -> Save As -> Format: CSV.
  2. Highlight the column with AINs -> Right Click -> Format Cells -> Custom.
  3. In ‘Type’, enter the number of 0s you’d like to have for the AINs.
  4. Save, and import the CSV.

leading_zeros

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How do I mass upload and associate documents and images that are saved on my hard drive?

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. 

Dropbox

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.

 

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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’

Read more: How do I mass upload and associate the documents and images saved on Dropbox?

 

See the following example:

Change image’s shared URL from:

https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg?dl=0
OR
https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg

To:
https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg?raw=1

 

Learn more: Importing Items into EZOfficeInventory via Excel Import [How-to guide] | Utilizing Dropbox in EZOfficeInventory

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What types of files can I upload to EZOfficeInventory?

Here’s a list of the file types you can upload in EZOfficeInventory:

Image formats:
JPEG
JPE
JPG
X-PNG
TIFF
GIF
BMP
vnd.adobe.photoshop
vnd.microsoft.icon

Sheet formats:
vnd.openxmlformats-officedocument.spreadsheetml.sheet
vnd.oasis.opendocument.spreadsheet
vnd.ms-excel
Excel

Doc formats:
vnd.openxmlformats-officedocument.wordprocessingml.document
vnd.oasis.opendocument.text
MSWord
PDF

Video formats:
QuickTime
MP4
3GPP
AVI

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How can I move or transfer stock in bulk from one location to another?

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.

  1. 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.transfer stock excel import button
  2. After uploading the file, you’ll need to map the following columns:mapping columns panemap columns

These columns should be present in your import file:

  • AIN
  • 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#

  • Quantity
  • 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.

  1. Hit ‘Preview’ when done.
  2. Hit ‘Transfer’ if the preview is good to go.

Warnings

  • 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.

Read more:

Importing Items into EZOfficeInventory

Understanding Default and Stock Locations with Asset Tracking Software

Comparison between Types of Items

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