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File importer

Do you want to link many files to multiple objects, work orders, or notifications in a single action? This module makes that possible.

Under “File Management”, files can be linked to multiple items in ControlOffice using an Excel export/import. This process works as follows:

  1. Upload all files to a folder within File Management. For example, create a folder named “Scale Calibrations 2025” and upload all calibration reports (as PDFs) to this folder.

  2. Right-click the folder “Scale Calibrations 2025” and select “Export”. This will generate an Excel file with 3 columns:

    • Name – Enter the file name including the extension, e.g., "Calibration Scale 1 2025.pdf".

    • Type – Specify the type of item the file should be linked to, such as an object or a workorder. See the full list below.

    • Reference – Enter the unique code of the item, such as the work order number or object code.

  3. Import the Excel back into ControlOffice by right-clicking the same folder and choosing “Import”.

Codes to be used in the “Type” column:

Code to be used at "Type" column Meaning
PRO Project
CHK Checklist
CTR Contract
FRM Form
OBJ Object
PRT Part
PO Purchase order
REL Relation
REQ Request
WO Workorder

Basic import rules:

  • Do not modify the format of the Excel file. Do not change column headers, remove columns, or rename/delete tabs. The layout must remain exactly as exported.

  • All fields are mandatory in this Excel file. Missing information will result in an error during import. Required fields are marked with a red background in the Excel file.

The import runs as a background task, so you can continue working in ControlOffice while the import is processed. Depending on the amount of data, it may take some time. If desired, a notification can be sent via email when the import starts and finishes. If there are errors, they will be listed in the email.