Import Resources

Last Updated: July 12, 2024 07:02

Introduction

OfficeRnD makes it possible import your existing resource data with types, locations, target plans, prices, and deposits. This article explains the process and the format we use to import your existing data.

Prerequisites

Add and configure your locations under Space/Locations.
Add and configure plans under Billing/Plans.

What Properties Can Be Imported?

The process lets you import the following data:

Resource Name - a required property, which is also used as a unique identifier for all resources across all locations when the system decides whether to add a new resource or update an existing one.
If you want to import resources with repeating names but different locations, click here to read the guide.
Resource Type - a required property that should match the name of one of the existing resource types in the organization (both the default types or added custom ones). Click here to reference the default resource types.
Location - a required property that should match the name of one of the existing locations in the organization.
Floor - an optional property that should match the name of one of the existing floors in the designated location.
Target Plan - an optional property, only applicable for assignable resources. It should match the name of a recurring plan within the designated location.
Price - an optional property, only applicable for assignable resources for which you have defined a target plan in the imported file. It should be a number >=0. If no value is provided, the system will apply the price of the designated target plan, when such is defined.
Deposit - an optional property, only applicable for assignable resources for which you have defined a target plan in the imported file. It should be a number >=0. If no value is provided, the system will apply the deposit of the designated target plan, when such is defined.
Resource Rate - an optional property, only applicable for bookable resources. It should match the name of a resource rate within the designated location.
Parent - an optional property, only applicable for bookable resources. It should match the name of a resource that already exists in the designated location. See Rules For Parent Properties for more information.
Size (Area) - optional property.
Size (People) - optional property, only applicable for resources of type Zone (meeting rooms, offices, and custom resources of type Zone).
Available From - a required property that defines the date when the resource becomes available.
Available To - an optional property that defines the date when the resource becomes unavailable.
Privacy - an optional property that sets the privacy of bookable resources, such as meeting rooms. If no value is defined, all resources are imported as available to Active Members. The following values are supported:
- Public
- Active Members

Can You Update Existing Resources?

Yes, you can update existing resources. By default, OfficeRnD Flex uses the Resource Name, Location, and Resource Type to uniquely identify a resource and determine whether to update it or add a new one during Resource Imports.

However, it is possible to select Floor and Parent (either one or both) as additional unique identifiers alongside the default ones. You can learn more about that here.

You can see the number of resources to be added and updated in the summary before hitting the Import button in the final stage.

Step-by-Step Guide

Navigate to Settings/Data & Extensibility and open the Resources tab.

The import process involves four steps:

1. Upload a .CSV file

Download and fill out the template file.

rsrs import step1.png

Note that the following columns are:

Mandatory: Resource Name, Resource Type, Location, Available From.
Non Mandatory: Floor, Target Plan, Price, Deposit, Parent, Size Area, Size People, Available To, Privacy.

When you're finished, click on the Upload CSV button to import the .CSV file.

2. Validate the data

rsrs id 0.png

1. Choose the date format from which Flex will parse the dates. You need to select the date format that you're using in your CSV file.

2. Choose the measurement units (square meters or square feet) from which Flex will calculate the area size.

3. (optional) Change the unique identifier. Click here to learn more about unique identifiers.

4. Ensure the columns from your .CSV file match the ones in Flex. At the bottom of the page you'll see two rows of columns. The first row displays the default columns in Flex. The second row displays the columns of the uploaded file. Match the columns from the first row to the columns from the second row.

If there are any errors or inconsistencies in the data, the system will display a warning and will not let you continue. You'll be able to see a description of the problem, as in the screenshot above. After you identify and fix the problem, you can click on Upload new file and Flex will enter the changed data without changing the rest.

4. When you're finished, click on Validate.

Click here to learn more about possible validation errors and their causes.

3. View summary

Flex will generate a summary of the data that's about to be added or changed. You can also save your choices as a matching preset for future imports. You will need to click on Save preset CSV, set an Import Settings Name, and then save the changes made.

4. Confirmation

Click on the Import button. You will receive a confirmation of a successful data import.

Rules For Parent Properties

The parent resource must exist in the organization.
Any resource of type Meeting Room can be a parent of another resource of the same type if the Allow parent/child relationship option is enabled in this default resource type. Learn how to set up Hierarchical Meeting Rooms
Any other resource type that represents a zone can be a parent of desks of the default Office Desk type. Learn more about resource types.
Other desk type resources cannot have a parent and cannot be parents of other resources.