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Import and export asset cross-references

Load asset cross references from one CSV file instead of adding them one at a time on each asset. Export the current list first, edit it in a spreadsheet, then import it back. Fleet360 updates the cross references you changed and adds the ones that are new.

Before you begin

You need the Access Import Utilities permission to import and download the template, and Access Export Utilities to export.
Asset Xref must be present in your Imports/Exports list. When you have the Asset Xref import enabled, it appears there alphabetically.
Know the name of the Cross Reference Type your EFI module uses. That exact name goes in the Xref Description column. If you are not sure, check the module in Fuel Settings or look at the X-Ref panel on an asset that already matches fuel correctly.
Every asset in your file must already exist. This import does not create assets.

Export the current cross-references

Navigate to Admin > Imports/Exports.
On the Asset Xref row, open the action menu (three dots) and select Export File.
In the asset list that opens, filter to the assets you want. Leave the list unfiltered to export every asset you can view.
Select Export, then OK on the "Export in Process" message.
Wait for the email or in-app notification, then download the file from its link.

The file has four columns: Asset Facility, Asset Number, Xref Description, Xref Value. Each row is one cross reference. An asset with no cross references appears once with the last two columns blank.

If you have no cross references yet, skip the export and select Download Template instead. It gives you the same four headers with no rows.

Edit the file

Keep the four column headers exactly as exported, in the same order.
For an asset that needs a cross reference, fill in Xref Description with the cross reference type name and Xref Value with the identifier the outside system uses. Add a row for each type the asset needs.
To change an existing value, edit Xref Value on its row. Leave the other three columns as they are, because Fleet360 uses them to find the cross reference.
Delete any exported rows you did not complete, so that no row is imported with a blank Xref Description or Xref Value.
Save as CSV.

Limits: Xref Description up to 32 characters, Xref Value up to 64 characters. A value can belong to one asset only.

Import the file

On the Asset Xref row, open the action menu and select Import File.
Upload the file, map the columns, and start the import as described in Imports - How to Import Files.

Fleet360 matches each row on Asset Facility, Asset Number, and Xref Description together. A match updates the value. No match creates the cross reference. A type name that does not exist yet is created for you.

Check the results

Navigate to Admin > Imports/Exports > Import History.
Open the Asset Xref import you just ran to see how many rows succeeded and how many failed.
If any rows failed, select Download next to Error File. Each failed row is listed with its reason. Fix those rows in your file and import only them again.

To confirm a single asset, open its asset file and look at the X-Ref panel. The cross reference appears with its type and number.

If this step fails

"Asset not found for facility" — the Asset Number does not exist in that Asset Facility, or the facility number does not match exactly. Facility numbers are case-sensitive.
"Xref Description must be 32 characters or fewer" or "Xref Value must be 64 characters or fewer" — shorten the value.
"Cross-reference number already exists" — another asset already has that value. Find and correct the duplicate before importing the row again.
Fuel still does not match after the import — compare the Xref Description you used with the Cross Reference Type on your EFI module. They must be the same name.
The export notification never arrives — the email is sent only when your Fleet360 user profile has an email address. Check the bell icon in the app for the in-app notification.