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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. Bloghttps://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

Mass Data Actions

How do I delete multiple items?

Deleting an asset permanently removes it from the system. We recommend that you ‘retire’ assets that are no longer needed.

Only the account owner can delete assets/inventory records in bulk to clean the account.
Steps:
1) From Settings -> Company Settings -> Item Deletion, enable “Allow account owner to delete in mass”, as shown below. Make sure you save the settings by clicking the button at the bottom of the page.
MB1 

2) Go to your items listing, select all the items you need, and delete them from the Actions dropdown menu → Delete.

.MB3

Note: You can increase the records per page (from Settings -> My Settings) to the max i.e. 100. This will enable you to delete 100 records in a go.

 

 

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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 users in your EZOfficeInventory 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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Is it possible to migrate my data from our legacy system to EZOffice? Do you provide tools and services to help facilitate such ‘data import ’ tasks?

Yes, migrating your data from your legacy system (Database, Excel spreadsheet, etc) is one of our most popular features. The typical migration process is outlined below.

  1. Export data from your legacy system into a CSV file.

  2. Use our Bulk Import feature (Assets –> Import from Excel File) to map the data in the CSV file onto the EZOfficeInventory schema. This can be done for Assets, Members, Asset assignment, etc

We also offer custom data migration (export/import) to our corporate customers.

 

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Can I export/backup all my data from your system at any time?

Yes, we provide easy to use canned reports which allow data to be exported into a CSV file (a common format understood by Microsoft Excel).

We also offer custom data migration (export/import) to corporate customers as an add-on service who feel more comfortable with the migration process be handled by our experts.

 

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Our legacy system contains data fields not present in EZOfficeInventory. How do I incorporate these data fields during data import?

Our custom attributes feature allows you to add new data fields for the assets. Once you have defined all such fields in our system, you can simply use the normal Bulk tool to map your legacy fields onto the newly defined custom attributes during the import process.

 

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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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CMMS: Services and Maintenance [Video]

What it covers?

  • Start Maintenance on assets and create Service Tickets
  • Prioritize equipment maintenance using Service Triage
  • Set Recurring Services

>

For more, visit:

EZOfficeInventory YouTube Channel

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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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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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