Part export- and importmodule
All parts are exported to Excel. The Excel file contains a minimum of three tabs: One tab for the parts per part group, one tab for the part warehouses, and one tab for the part suppliers.
All parts can be exported to Excel by part group; in addition, a tab is created for all part‑warehouse data and another for all part‑supplier data.
For example, if the database contains 20 part groups, the Excel file will have 22 tabs.
For each part group you can add new parts, and in the warehouse and supplier tabs you can update or add information about those links.
Stock levels cannot be adjusted in this export module.
The export module does not include parts that are in the recycle bin—only active parts are exported.
If the export/import buttons are missing, the function must be enabled in the user‑rights settings.
Basic rules for a successful import
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Do not alter the Excel layout.
Do not change column titles, delete columns, or remove/rename tabs. In short, do not modify the structure of the file in any way. -
Reference fields must match existing values.
If a field refers to a predefined list (e.g., a supplier linked to a part), the values in Excel must exactly match the values already present in ControlOffice. The import routine will not create or modify list entries. Update ControlOffice first, then run the import.
Example: if the Excel sheet references supplier code “X” but no supplier “X” exists in ControlOffice, the import will fail. -
Mandatory fields are also mandatory in Excel.
Any field that is required in ControlOffice must be filled in the Excel file. For instance, uploading a new part without a part code will trigger an error. Mandatory fields are highlighted in red in the Excel template.
First create a few sample parts directly in ControlOffice and run an export. You will then have example rows in Excel that you can copy and edit.
The import runs as a background task, so you can keep working while it processes; duration depends on the data volume.
If desired, a notification email can be sent when the import starts and when it finishes. Any errors encountered will be listed in that email.