CyberGuard
by Inside Technologies Srl

Import & Export

Bulk import and export of Inventory assets, using the same preview-before-confirm workflow used elsewhere in the portal.

Required permission: Inventory Import for import, Inventory Export for export — separate from the base Inventory permission.

Import workflow

  1. Navigate to Import → Inventory tab
  2. Upload your CSV file
  3. Click Preview
  4. Review the preview, then Confirm

Step 2 — Preview

Before anything is written, the portal shows:

  • New catalogue entries — any category, sub-category, or vendor name in the file that doesn't exist yet is listed explicitly, so a typo ("Sim" vs "SIm") is caught before it becomes two near-duplicate categories, not months later while filtering the list. Names that only differ by case count as the same entry.
  • Row-by-row result — each row marked New, Update, or Error, with the reason for any error spelled out (e.g. "Category is required.")

Deduplication

A row matches an existing asset by:

  1. Serial Number, if the row has one, or
  2. Category + Name + Assigned User UPN, otherwise

A matching row updates the existing asset instead of creating a duplicate — this is also what makes the exported file safe to re-import unchanged (see below).

Assignment fields (assigned user, device) on an existing asset are only changed if the CSV row actually provides a value for them — a re-import that doesn't mention the assigned user never clears an assignment set through the portal.

Empty cells clear the other fields. When a row updates an existing asset, an empty cell empties the corresponding field (for example the expiry date or the cost), and an empty Stato sets the asset back to Active. To change only some fields, start from an export so that the file contains the current values of all the others.

CSV format

Property Value
Format CSV, semicolon-separated (;)
Encoding UTF-8
Header row Required (first row)
Date format yyyy-MM-dd
Decimal format Point as decimal separator (12.50, never 12,50)
Maximum rows 5,000 per file

Download a ready-to-use template from the portal: Import → Inventory → Download Template.

Columns

Categoria;SottoCategoria;Nome;Vendor;Seriale;OrdineAcquisto;Stato;Costo;PeriodicitaCosto;Scadenza;DataAssegnazione;UtenteUPN;Note
Software;Licenze;Microsoft 365 E3;Microsoft;;PO-2026-0001;Active;12.50;Monthly;2027-06-30;2026-01-15;mario.rossi@cliente.it;Rinnovo automatico
SIM;;SIM aziendale 3934;Vodafone;8939000000000000001;;Active;9.90;Monthly;;;;
Column Required Type Description
Categoria Yes Text Category name — created in the catalogue if new
SottoCategoria No Text Sub-category name — created in the catalogue if new
Nome Yes Text (max 200) Asset display name
Vendor No Text (max 150) Vendor/publisher name — created in the catalogue if new
Seriale No Text (max 150) Serial number, licence key, or ICCID — used for deduplication when present
OrdineAcquisto No Text (max 150) Purchase order reference
Stato No Fixed value See Status values below. Defaults to Active if left empty
Costo No Decimal Invariant culture, point as decimal separator
PeriodicitaCosto No Fixed value See Cost period values below
Scadenza No Date (yyyy-MM-dd) Expiry or renewal date
DataAssegnazione No Date (yyyy-MM-dd) Assignment date
UtenteUPN No Text (max 255) Assigned Entra user (UPN)
Note No Text Free text

Status values — always accepted in English, Italian aliases also accepted on import

English (used by export) Italian alias (accepted on import) Meaning
Active Attivo In active use
Parked Parcheggiato Temporarily set aside
Dismissed Dismesso Retired / no longer in use

Cost period values — always accepted in English, Italian aliases also accepted on import

English (used by export) Italian alias (accepted on import)
OneTime Una tantum / UnaTantum
Monthly Mensile
Yearly Annuale

On export, Stato and PeriodicitaCosto are always written using the English invariant names above, regardless of the portal's display language — this is what makes an exported file safe to re-import into any tenant, in any language, without editing it first.

Export

  1. Navigate to Export from the sidebar
  2. Select Inventory
  3. Click Export Data

The exported file uses exactly the same columns, in the same order, as the import format above — category, sub-category, and vendor are written as their catalogue names (never as internal IDs), dates as yyyy-MM-dd, cost with a point as decimal separator, and Stato/PeriodicitaCosto in English.

Round-trip

Because the export format matches the import format column-for-column, and every asset already has a serial number or a category+name+user combination that the import can match, an exported file can be re-imported without any changes and every row is recognized as an update to the asset it came from — no duplicates, no new catalogue entries created.

Tips to avoid errors

  • Use the template. It guarantees the correct column names, order, and separator.
  • Watch for near-duplicate category names. The preview lists every new catalogue entry the import would create — check that list before confirming, especially for typos like "Sim" vs "SIm" (these two collapse into one entry automatically, since matching is case-insensitive).
  • Use a point, not a comma, for Costo. A value like 12,50 is rejected rather than silently read as 1250.
  • Keep dates in yyyy-MM-dd. Any other format is rejected for that row.
  • Review the preview. Rows with errors are listed with the specific reason and are skipped — fix the CSV and re-upload to include them.