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Importing Data into WorkTrek

WorkTrek allows you to import data using Excel files. Each import requires a correctly formatted Excel template that includes all supported fields for the selected entity.

Updated over 2 weeks ago

In this article, we’ll walk through how to import Parts, starting from creating a ready-to-use Excel template to verifying the imported data.

Create an Excel Import Template

To ensure the Excel file has the correct structure, the template is generated directly from the system.

If you don’t have any parts yet:

  1. Create a single part in the system.

  2. Enter any values you consider important.

  3. Save the part.

If you need help creating a part, refer to the dedicated article on part creation.

Once a part exists:

  1. Select the part.

  2. Choose Export (for Import).

  3. An Excel file will be downloaded.

This file contains all available fields (columns) for importing parts.

(Optional) Add Custom Fields

If you need to import additional data that isn’t covered by the default fields:

  1. Create custom fields for Parts.

  2. Export the template again.

New custom fields will automatically appear as additional columns in the Excel file.

Step 3: Prepare the Excel File

Fill in the Excel file with the data you want to import. Keep the following rules in mind to avoid errors.

Important Import Rules

  • Values are case-sensitive
    If a value already exists in the system (for example, a Category named General), it must match exactly.
    ​general, GeneraL, or any other variation will cause the import to fail.

  • Codes and names must be unique
    You cannot import multiple items with the same Code or Name.

  • Fields you can ignore

    • ID – assigned automatically by the system

    • Code – optional; if left empty, WorkTrek will generate a unique code

  • Greyed-out columns
    Some columns may be greyed out depending on the entity. These fields are system-controlled and can be ignored.

Step 4: Run the Import

Once the Excel file is ready:

  1. Go to Administration → Import

  2. Click New
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  3. Select Part as the entity

  4. Drag and drop the Excel file

  5. Click Save
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The import process usually takes 2–3 minutes, depending on file size.
When processing is complete, the Processed column will display the result.
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Review Import Errors (If Any)

If the import contains errors:

  1. The Error column will show a value after processing.
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  2. Click the import record.

  3. On the right side, open Error Documentation.
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The error file explains exactly what went wrong (for example, duplicate values in the Code column).
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Fixing Errors

  • Correct the issues in the Excel file

  • Start a new import

  • Re-upload the corrected file

Step 6: Confirm the Import

After a successful import:

  1. Go to Catalog → Parts

  2. Review the list
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Tips for Successful Imports

  • Always generate your Excel template using Export (for Import)

  • Double-check spelling and capitalization

  • Start with a small file to test the import process

  • Use the error file as a guide—it points directly to the issue


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