Overview
Asset groups, including nested groups, are imported with Import with Redd on the Import page. An import can create new asset groups and, when updating is turned on, change groups that already exist: rename a group, move it under a different parent group, return it to the top level, or change its code. Administrators who maintain the asset hierarchy use this to restructure many groups from one file.
Accessing the Import Page
From the navigation, click Admin, then click Import.
In the Lube Management layout, click Settings, then click Import.
Click Import with Redd.
NOTE: Asset groups aren’t one of the data types in Import Data, so use Import with Redd to import or update them.
How to Prepare an Asset Group File
Each row in the file describes one asset group.
Add a column for the group name. Every row needs a name.
Add a column for the parent group's name. Leave the cell blank for a top-level group. A parent can be another group in the same file or a group that already exists in Redlist.
Optionally, add a column for the group's code.
To rename existing groups, add a System Identifier column holding each group's Redlist identifier.
Save the file as a CSV or Excel file.
Note: Asset groups are matched by name, ignoring capitalization and leading or trailing spaces. Two groups with the same name under different parents are treated as the same group, so give groups that must stay separate distinct names.
How to Update Existing Asset Groups
On the Import page, click Import with Redd.
Attach your file in the chat. Tell Redd that the asset groups already exist and that you are updating them.
Review the Import Plan. Under What will be imported, the asset group counts show how many groups are new, updated, and skipped.
Check Needs your attention for rows Redd could not import, and check Column mapping to confirm each column in your file maps to the right Redlist field.
If anything looks wrong, tell Redd in the chat what to change, and Redd prepares a revised plan.
Click Approve & Import, then confirm in the Approve this import? dialog.
Note: Nothing is written to your data until you click Approve & Import.
How to Rename an Asset Group
To rename a group, its row in the file must include the group’s System Identifier. Redlist finds the group by that identifier and gives it the name in the file. A row without one is matched by name, so a new name there creates a new group instead.
In the file, keep the group’s System Identifier and enter the new name in the group name column.
Import the file with updating turned on, as described above.
NOTE: A group can’t be renamed to a name another group already has. To swap two names, or to chain renames (A to B while B becomes C), use two imports.
How to Move an Asset Group
To move a group under a different parent, enter the new parent group’s name in the parent column.
To move a group back to the top level, leave its parent cell blank. This only works when the file includes a parent column. Without one, every group keeps its current parent.
Import the file with updating turned on.
NOTE: Groups nested under a moved group move with it.
Understanding How Rows Are Matched
With updating turned on, a row updates the existing group with the same System Identifier. If the row has no identifier, it updates the group with the same name. A row that matches no group creates a new group.
With updating turned off, rows are matched by name only, existing groups are not changed, and only new groups are created.
When an existing group is updated, a blank Code cell, or a column that isn’t in the file, keeps the group’s current value.
Understanding Import Errors
Rows with these problems aren’t imported. Redd lists them under Needs your attention:
The row renames a group to a name another group already has.
More than one row in the file refers to the same existing group.
The parent would put the group inside itself, either because the parent is the same group or because the parent sits beneath it.
The parent group isn’t in the file or in Redlist.
The parent group’s own row has an error. Fix that row first, and the groups under it import too.
Use Cases
A reliability engineer restructuring a plant hierarchy moves several area groups under new building groups in one import instead of moving each group by hand.
An administrator correcting group names renames many groups at once from a file that includes each group’s System Identifier.
An implementation lead adding codes imports a file with only names and codes, so the codes are filled in and the parents stay as they are.
Best Practices
Tell Redd You Are Updating: Say the groups already exist, so they’re updated instead of skipped.
Leave Out Columns You Don’t Want Changed: For example, leave out the parent column to keep every group’s current parent.
Check the Hierarchy After Importing: Review the asset group tree on the Assets page to confirm the groups are where you expect.
Troubleshooting
Issue: A renamed group was created as a new group instead.
Solution:
Confirm the row includes the group’s System Identifier. Without it, the row is matched by name, and a new name creates a new group.
Confirm updating was turned on. Tell Redd the groups already exist and you are updating them.
Issue: Existing groups weren’t changed.
Solution:
Updating was probably turned off. Import the file again and tell Redd the groups already exist and you are updating them.
Before approving, check that the asset group counts under What will be imported show updated groups.
Issue: A group didn’t move to the top level.
Solution:
Confirm updating was turned on and the file includes a parent column. A blank parent cell only moves a group when both are true.
Check that no other row for the same group names a parent.
Issue: A row is rejected because the group would be its own ancestor.
Solution:
The new parent is nested under the group being moved, either in the file or in Redlist.
In the same file, move the nested group somewhere else, or choose a different parent.
Issue: A rename is rejected because the name is already in use.
Solution:
Rename the group that already has the name, or choose a different name.
To swap two names, use a temporary name in a first import, then the final names in a second import.
Summary
Import with Redd imports asset groups and, with updating turned on, renames, moves, and recodes groups that already exist. Renaming a group requires its System Identifier, and a blank parent cell moves a group to the top level when the file includes a parent column.