Import keys

Import keys

Import keys

This guide provides step-by-step instructions for importing keys into the system:

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You can import keys for multiple buildings using a single import file.

Fill template

  1. First, download the Microsoft Excel import keys template
  2. Fill in the keys properties in the template:
    1. icon
      Do not alter the column headers in the template; otherwise, validation will fail.

      Building ID OR Customer ID: Required, must match an existing building.

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      To locate a Building or Customer ID, click Buildings on the left menu. Search and select the desired building; the ID and Customer ID will be displayed.
    2. Customer KeyID: A unique identifier used to detect potential duplicates in import files.
    3. Name (optional): A descriptive name for the key.
    4. Selected storage: Required. Choose between "manualStorage" or "device".
    5. πŸ’‘
      For keys stored in an office cabinet, select manual storage. Keys will be handed over and received manually.
    6. Description: Required if the selected storage is "manualStorage". A free-form text describing the storage location.
    7. LivionKey automat Id: Required if selected storage is β€œdevice”. Imported keys will be automatically assigned to the automat.
    8. πŸ’‘
      The operator must insert keys into lockers. Lockers can be opened from the LivionKey manager by selecting β†’ Keys β†’ Some Key β†’ Open locker.

      If any contract-related columns are completed, validation rules will be applied, and the key will be marked as handed over:

    9. Start date: Start date of the contract
    10. End date: End date of the contract
    11. Contact Name: Name of the person who has the key
    12. Company: Company of the person
    13. Phone number: The person's phone number should be a mobile number
    14. Fixed phone number: Another phone number. SMS cannot be sent to this number
    15. Email: Person email
    16. Send email and send SMS: When the key is imported, the contract is created, and an email and/or SMS will be sent.
    17. icon
      Typically, these fields should be left empty. If you want to send a notification while importing keys, add "YES" to this field.

  3. Save the file as a CSV, using either a comma (,) or semicolon (;) as the separator.

Perform the Import

  1. Log in to the system and go to the Keys page.
  2. Select the Import option from the Actions drop-down menu.
  3. Upload the CSV file.
  4. Click Validate.
  5. Review the import details and press the Import button.
  6. A confirmation screen with the results will appear once the import is completed.

Grouping Multiple Keys into a Single Contract

During the import process, keys with identical contract column information will be grouped into the same contract.

If the key holder is unknown, enter "Unknown” in the Contact Name field and leave all other fields empty. A single contract will be created for all of these keys. If you prefer not to create a single contract, use unique identifiers like "Unknown 1", "Unknown 2", etc.

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Key imports are processed in one import file. If a contract with the same contract data already exists in the system, new keys will not be added to existing contracts.

Validation Guidelines

  • Column headers must match the template.
  • Each CSV file must contain a maximum of 1500 keys.
  • Required fields: Building ID or Customer ID, Customer KeyID and Selected storage
  • If any of contract related columns have data, the following validation rules are used:
    • Required fields: Contact Name
  • The following fields are not required, but if provided, validation should pass.
    • Start and end dates must be in the format year-month-day (yyyy-mm-dd).
    • The phone number should be in the international format and must be a mobile number (e.g., +358401234567).
    • Email: The email address format will be checked (e.g., example@domain.com).
  • Customer KeyID must be unique.
  • To pass validation, all rows must contain data, including those at the beginning and end. No empty rows are allowed.