Tips for importing CSV data into IT Glue fields

In this article, you’ll learn more about specific requirements and tips for importing CSV (comma-separated value) data into IT Glue. For the step-by-step importing instructions and CSV templates, see Importing data into your account.

To migrate your data to IT Glue from systems we don’t currently integrate with, you can export data to a CSV file and then import the CSV file into IT Glue. After your account is set up, you can also export your IT Glue data as CSV, which can be opened in spreadsheet applications, updated, and then imported back into your account. If information used for matching is present in the CSV file, the data will match on import (note: the matching functionality is not currently supported for flexible assets). 

Be aware that for any large or complex imports, you should have Administrator level access to make sure you have full visibility to all data in your account as well as all of the supported import/export features.

Note that if you make a mistake with your list import, you cannot undo it, and there is no bulk edit functionality. You would need to work through changes one at a time.

We recommend importing data into a test organization before you commit to doing so in a "production" organization.

General requirements

When preparing a CSV file for import to IT Glue, make sure that the file meets the following general requirements.

Requirement Details
Header row

The CSV file importer uses the CSV file header row to determine how to map data from the file's 2nd row and beyond to fields in IT Glue.

UTF-8 text

The source file must contain only UTF-8 format text. Special characters that UTF supports includes, but is not limited to:

! @ # $ % ^ & ' ) ( . - _ { } ~ / £

A full list of UTF-8 characters can be seen here: http://www.fileformat.info/info/charset/UTF-8/list.htm

Any error values are fixed

We have had reports where a ? or � (black diamond with a white question mark) replaces some letters. The cause of this is how the source program (e.g. Excel) is reading the data. You can fix the errors in the export file using a text editor.

Note that you may find similar replacements, for example, é (e-acute) is replaced by an e. If you find that there are just a few of these to correct, it may be easier to fix them in IT Glue. Otherwise, fix them before you import the data.

Values with a comma in quotes

If importing a column that uses commas in the field, enclose the value with quotations, for example, "Jane Doe, CFA" (in quotes) instead of Jane Doe, CFA. If you use quotations like this, make sure they are nowhere else in the CSV data.  

Size limit: 50 MB

The file must not be more than 50 MB in size.

Dates in yyyy-mm-dd format

You must use the ISO8601 date format: yyyy-mm-dd (e.g. 2016-03-31).

Note that if you are having issues importing date values, you may want to edit the date format in your computer’s region settings and choose the yyyy-mm-dd format as your short date. ISO8601 is an international standard for the representation of dates and times.

Phone number in required format

Only the area code and number should be entered. Do not enter the country code, even for non-US/Canadian numbers.

Special characters, such as brackets, dashes, dots, commas, and spaces, are accepted, but may not be used. IT Glue will reformat the number to the standard for the specified country (in the Country field).

Commas are used to delimit (separate) the data

If items in the text file are separated by tabs, colons, semicolons, spaces, or other characters, replace them with commas using a text editor.

If the problem is related to a regional setting, another option is to change your regional settings. See Changing regional setting in Windows (CSV imports).

Getting your data prepared for import

Keep reading for tips on what information is required to be entered and how the import process handles your CSV data.

This section is organized into the following subsections:

  1. Organizations
  2. Configurations
  3. Contacts
  4. Locations
  5. General passwords
  6. Embedded passwords
  7. Flexible assets
  8. Matching logic
Note that the type and status fields are integral to PSA sync logic. To create a type or status that will sync with your PSA, see Adding and deleting types and statuses. However, keep in mind that any items created or updated by this process will not be pushed to your PSA unless you go through and edit and save each and every item. This step is absolutely manual.

1. Organizations

Here are the data fields as they correspond to organization CSV imports. Required fields are indicated in the first column.

IT Glue Field Import Notes Example

Name (required)

Specify the organization name. If an organization with that name already exists, it will be updated instead.

Happy Frog

Organization Type

Specify an existing type as the target, or the importer will automatically create a new type for you at time of import.

Customer

Organization Status

Specify an existing status as the target, or the importer will automatically create a new status for you at time of import.

Active

Short Name

A short text field. Make sure it’s a unique identifier that’s both short and easy to remember.

hapfro

Description

A paragraph or longer of plain text.

Based in San Francisco, CA with major offices in Detroit. MI and Tampa, FL. In business since 1994, they have been a managed services client with Kraken Techs since 2009.

Quick Notes

A paragraph or longer of plain text.

New servers going live Friday at 6:00 PM PST. Please contact Project Manager John Morgan.

Alert

A short text field. Maximum is 200 characters.

Exchange Server was upgraded to 2016.

2. Configurations

The following data fields correspond to configuration CSV imports. Required fields are indicated in the first column.

If the list below doesn’t cover all the user-defined fields for configurations that you’d like to import into IT Glue, you should be able to import them as flexible assets or as other types of assets.

IT Glue Field Import Notes Example
Organization (required)

CSV data is imported on a per-organization basis. You can either specify an existing organization as the target, or the importer will automatically create a new organization for you at time of import.

If a single organization import is chosen, the organization column is ignored.

Happy Frog

Name (required)

A short text field. If a configuration with that name and type already exists for that organization, it will be updated instead.

HAP-SF-CJ452JK
Configuration Type (required)

Specify an existing type as the target, or the importer will automatically create a new type for you at time of import.

Managed Workstation
Configuration Status

Specify an existing status as the target, or the importer will automatically create a new status for you at time of import.

Active

Hostname

A short text field.

HAPSFCJ452JK

Primary IP

A valid IP address. 10.10.0.111

Default Gateway

A short text field.

10.0.0.1

MAC Address

A short text field.

18-5E-0F-ED-99-9J

Serial Number

A short text field.

C03R3LT7THV8

Asset Tag

A short text field.

BP6549

Manufacturer

Specify an existing manufacturer as the target. You can also create new manufacturers/models on-the-fly during the import process.

Note: If the manufacturer is specified but not the model, the configuration will not have a manufacturer.

Dell

Model

Specify an existing model as the target. You can also create new manufacturers/models on-the-fly during the import process.

Note: If the model is specified but not the manufacturer, the configuration will not have a model.

Latitude E7470

Operating System

Specify an operating system that IT Glue supports. If a match isn’t found, new operating systems will not be created.

Windows 10

Operating System Notes

A paragraph or longer of text. Build 1511

Position

A short text field. NE corner office

Notes

A paragraph or longer of text. Hard drive replaced in January 2017.

Installed At

Use the date format specified further above. 2016-12-08

Installed By

A short text field. Carl Beck

Purchased At

Use the date format specified further above. 2016-12-08

Purchased By

A short text field. Carl Beck

Warranty Expires At

Use the date format specified further above. 2017-11-02

Contact

If the specified user does not exist as a contact in IT Glue, a new contact (name only) will be created on-the-fly during the import process.

Robert Storts

Location

If the specified location does not exist as a location in IT Glue, a new location (name only) will be created on-the-fly during the import process. Maximum is 100 characters.

Tampa - Sales

Configuration Interfaces

Note that when existing configurations are exported, IT Glue adds a JSON output (key/value pairs) into this field. This information must be retained if you want to export, update, and re-import the data and not lose the related JSON objects.

[
  {
    "name":null,
    "ip_address":"10.10.0.111",
    "notes":null,
    "primary":true
  }
]

3. Contacts

These are the data fields as they correspond to contacts imports. Required fields are indicated in the first column.

IT Glue Field Import Notes Example

Organization (required)

CSV data is imported on a per-organization basis. You can either specify an existing organization as the target, or the importer will automatically create a new organization for you at time of import.

If a single organization import is chosen, the organization column is ignored.

Happy Frog

First Name (required)

A short text field. 

Robert

Last Name (recommended)

A short text field. 

The last name is not required but is recommended. If a person with the same first and last name already exists for that organization, it will be updated. 

Storts

Contact Type

Specify an existing type as the target, or the importer will automatically create a new type for you at time of import.

Approver

Title

A short text field.

Director of IT

Important

The word “Yes” in this column will identify which contacts to mark as important contacts. Multiple contacts can be marked as important contacts.

Yes

Location Name*

If the specified location does not exist as a contact in IT Glue, a new location will be created on-the-fly during the import process. Maximum field length is 100 characters.

San Francisco - HQ

Primary Email

A short text field.

robert@happyfrog.com

Home Email

A short text field.

rob33@gmail.com

Primary Phone

Use the phone number format specified further above.

555-123-4567

Home Phone

Use the phone number format specified further above.

555-123-2222

Mobile Phone

Use the phone number format specified further above.

555-123-4444

Other Phone

Use the phone number format specified further above.

555-123-6666

Fax

Use the phone number format specified further above.

555-123-8888

Additional Contact Items

Note that when existing contacts are exported, IT Glue adds a JSON output (key/value pairs) into this field. This information must be retained if you want to export, update, and re-import the data and not lose the related JSON objects.

[
  {
    "value":"5551234567",
    "type":"ContactPhone",
    "label":"Cell",
    "email":false,
    "phone":true,
    "fax":false
  }
]

Notes

A paragraph or longer of text.

He prefers to be contacted by email.

*For locations created on-the-fly from contacts, you can include the following additional information to create a complete location entry; otherwise, the location will only have a name:

Address 1

A short text field.

1600 Amphitheatre Parkway

Address 2

A short text field.

8th and 9th floors

City

A short text field.

Mountain View

Region

Enter a supported region name. Refer to the values in the "Province/state" drop-down in IT Glue. The options are different for each country.

California

Postal Code

A short text field. 94043

Country

Enter a supported country name. Refer to the values in the "Country" drop-down in IT Glue.

United States

4. Locations

Here are the data fields as they correspond to locations imports. Required fields are indicated in the first column.

Note that locations can also be created from contacts imports.

For best results, enter complete, precise physical addresses. IT Glue will use the specified address to embed a Google Map that includes a marker, also called a pin, to indicate the specific location.

IT Glue Field Import Notes Example

Organization (required)

CSV data is imported on a per-organization basis. You can either specify an existing organization as the target, or the importer will automatically create a new organization for you at time of import.

If a single organization import is chosen, the organization column is ignored.

Happy Frog

Name (Required)

A short text field. Maximum is 100 characters. If a location with that name already exists for that organization, it will be updated instead

Main Office

Primary

The word “Yes” in this column will identify which address to mark as the primary address. Only one address can be marked as primary.

Yes

Address 1

A short text field.

1600 Amphitheatre Parkway

Address 2

A short text field.

8th and 9th floors

City

A short text field.

Mountain View

Region

Enter a supported region name. Refer to the values in the "Province/state" drop-down in IT Glue. The options are different for each country.

California

Postal Code

A short text field. 94043

Country

Enter a supported country name. Refer to the values in the "Country" drop-down in IT Glue.

United States

Phone

Use the phone number format specified further above.

555-123-4567

Fax

Use the phone number format specified further above.

555-123-8888

Notes

 A paragraph or longer of text.

Both floors are alarmed. Server room is on the 9th floor. 

5. General passwords

The following are the data fields as they correspond to general password imports. Required fields are indicated in the first column.

IT Glue Field Import Notes Example

Organization (required)

CSV data is imported on a per-organization basis. You can either specify an existing organization as the target, or the importer will automatically create a new organization for you at time of import.

If a single organization import is chosen, the organization column is ignored.

Happy Frog

Name (required)

A short text field. Called “Description” on the front end.

VMware vCenter Server Login

Password Category

Specify an existing category as the target, or the importer will automatically create a new category for you at time of import.

Management

Username (recommended)

A short text field.

The username is not required but is recommended. If a password with the same name/description and username already exists for that organization, it will be updated. 

root

Password

A short text field.

nlK%3^ljX

URL

A short text field.

https://ip_or_fqdn:9443

Notes

A paragraph or longer of text.

If a warning message about an untrusted SSL certificate appears, click Ignore.

6. Embedded passwords

These are the data fields as they correspond to embedded password imports. For more information about the difference between general and embedded passwords, see Choosing between general and embedded passwords.

Use the same columns that are required to do a general password import but with the following addition:

  • Configuration Name column OR
  • Resource Type and Resource ID columns (both are required)

Configuration Name (recommended)

You can either specify an existing configuration as the target, or omit this column and use the resource type and resource ID to specify the target instead.

The configuration name is recommended to make it easier to match to passwords embedded in configurations. See matching logic further below.

Required if not specifying the resource type/ID.

HF-DET-AD04

Resource Type

Specify the target asset type. For configurations, enter Configuration, and for a domain, enter Domain.

Configuration

Resource (ID)

Specify the target asset ID. You can get the ID through an account export.

2259617

7. Flexible assets

Flexible assets are not based on set templates, so you will need to refer to the flexible asset fields topic for the data fields as they correspond to flexible asset imports. Any fields that are required fields in your template will be required fields when importing.

These instructions will help you create CSV templates for your flexible assets:

  1. Import flexible asset from templates (or create your own).
  2. Customize each flexible asset to suit your needs.
  3. Open one of your organizations, and using placeholder data, create a record for each flexible asset.
  4. Run a single organization export on the organization. This requires an Administrator user role.
  5. Open the CSV file and delete the placeholder data. You're now ready to populate these CSV files with real data and then import them into IT Glue.

Remember, matching on import is not supported for the flexible assets.

8. Matching logic

Standard matching rules are used to match records within IT Glue when importing data from a CSV.  The following fields are required to match information in the CSV file to data in IT Glue: 

Rule

Matches on

Organization

Name

Contacts

(Organization) AND (First Name AND Last Name)

Configurations

(Organization) AND (Configuration Type AND Configuration Name)*

Locations

(Organization) AND (Name)

OR (Organization) AND (Address 1 AND Address 2) when Name not present

Password - General

(Organization) AND (Name/Description) AND (Username)

Password - Embedded

(Organization) AND (Name/Description) AND (Username) AND (Configuration Name)

OR (Organization) AND (Name/Description) AND (Username) AND (Resource Type) AND (Resource ID)

* Configurations: If more than one match, the system will try to narrow the matches using a unique identifier, such as a serial number or MAC address. 

If no match is found, a new record is created. When one or more identical matches are found, the item that was created first is matched on.

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