--- title: "Asset file import" url: "https://help.kiho.fi/en/article/asset-file-import" language: "en" last_updated: "2026-11-04T06:23:14.485Z" --- # Asset file import Kiho's file import allows you to bulk-create assets and update existing asset information from a CSV or Excel file. This guide walks you through the import process step by step. Importing requires the *Assets: Import assets* permission in the user role. ### Step 1: Prepare the file Prepare the file to be imported in CSV or Excel format (.csv, .xls, .xlsx). The file must contain one row per asset. ### Supported fields | **Field** | **Required (new)** | **Notes** | | --- | --- | --- | | Name | Yes | Asset name. A unique name is recommended. | | Asset type | Yes | The asset type name must match the asset type created in Kiho exactly. If the type is not found, the import will fail for that row. | | Registration number | No | Can be used as a unique field for updates. | | Short name | No | Short identifier, e.g., internal code. | | Serial number | No | Can be used as a unique field. | | Make | No | | | Model | No | | | Year of manufacture | No | | | Fuel type | No | The value must match Kiho's options (e.g., Diesel, Gasoline, Electric). | | Default team | No | The team name must match a team created in Kiho. See exceptions below. | | Department | No | The department name must match a department created in Kiho. | | Office | No | | | Mileage | No | Numerical value (km or h depending on the asset's unit). | | Condition classification | No | | | Next inspection | No | Date. | | Emission values | No | | | Asset ID | No | Kiho's internal identifier. Used as a unique field for updates. | **Important notes on preparing the file:** - The data content in the file must be in the exact same format as in Kiho (e.g., names of asset types and teams). - Asset types, teams, and departments must be created in Kiho in advance before the import. - If the file contains a header row, select it during the import. ### Step 2: Open the import tool 1. Go to *Asset list* 2. Open the table actions (⋮) in the top right corner 3. Select *Import from file* 4. Upload the prepared file ### Step 3: Select the import type Select whether you want to **add new assets** or **update existing ones** | **Import type** | **Intended use** | | --- | --- | | Addition | Creates new assets in Kiho. The file may only contain assets that are not yet in Kiho. | | Update | Updates the details of existing assets. The file may only contain assets that are already in Kiho. | > **Note:** The file must not contain a mix of new and existing assets. If the data contains both, split the file into two parts: one for new assets and another for assets to be updated. ### Step 4: Select the unique field (for updates) When updating existing assets, select the unique identifier field that Kiho uses to identify the correct asset: - **Asset ID** – the safest method, Kiho's internal identifier - **Registration number** – practical for vehicles - **Serial number** – practical for machinery and equipment ### Step 5: Map fields Map the columns in the file to Kiho's fields. For each column in the file, select the corresponding Kiho field from the dropdown menu. - If the file contains columns you do not want to import, leave them unmapped. - If the file contains a header row, check **"Contains header row"** ### Step 6: Test the import Before the actual import, run a test from the bottom of the page. The test checks the data and displays any errors without saving the information. Review the test results carefully: - How many rows were recognized successfully - Are there invalid rows, and what is wrong with them ### Step 7: Complete the import Once the test is successful, perform the actual import. After the import, check the asset list to confirm that the details were updated correctly. * * * ## Exceptions and limitations ### Mixed data (new + existing) The import tool does not support data containing a mix of new and existing assets. If the file contains both: 1. First export the current asset list from Kiho to Excel 2. Separate the new assets into their own file 3. First import the new assets (Addition) 4. Then import the assets to be updated (Update) ### Updating the default team When updating an asset's default team via import, only the default team is updated. Other team memberships for the asset remain unchanged. > If you want to update all teams for an asset, it must be done manually on the asset card or by ensuring that the import data contains all the desired team details. ### Asset type-specific fields Asset type-specific custom fields (company-defined fields that appear only for a specific asset type) can only be imported from a file if all assets in the file have that field. Otherwise, the custom fields must be filled in manually from the asset card. ### Tags and external identifiers Asset tags (iButton, NFC, QR) and external identifiers (such as Mapon, Fennoa) cannot be imported via file import. These must be added manually from the asset card. ### Values not found in Kiho If the file references an asset type, team, or department that does not exist in Kiho: - That specific row will **fail** to import - Other rows may still succeed - Create the missing asset types, teams, and departments in Kiho in advance ### Duplicate warnings Kiho warns you if an imported asset has the same name, registration number, short name, or serial number as an existing asset. The import will still proceed, but review the warnings carefully. ### Large datasets With very large numbers of assets, the import may take longer. If the import appears to have stalled: - Wait a moment before refreshing the page - If necessary, split the data into smaller parts * * * ## Best practices - Create assets types, teams, and departments in Kiho **before importing** - Always run a **test import** before the actual import - **Back up** the current asset list by exporting it to Excel before running an update import - Separate new and updated assets **into their own files** - Ensure that the values in the file match Kiho's values **exactly** (capitalization, spaces)