Tip: If you're importing freezer box samples, CLICK HERE for the instructions.
The Quartzy Inventory helps lab members track where things are located, the amount in stock, and any important information like chemical formula or growth medium.
Learn how to import inventory items to Quartzy via Excel in this 2-minute video!
Here are detailed instructions for importing items via Excel:
1. From the Inventory module for your selected lab, click Import Inventory in the left sidebar.
Note: There is no option to import when viewing All Labs.
2. Click the Download template button.
3. Copy and paste (or type directly) the item details about your inventory to the Quartzy Excel Template.
If you are copying from an existing spreadsheet, use the Paste Special > Values or Text option to transfer your existing data onto the template, as this removes any special formatting from your sheet that could cause an error in the upload.
Here are some tips to help you import your file:
- Begin by reading the Instructions worksheet
- Types are organized by worksheet: Check the tabs at the bottom and add items to their associated Type.
- Some fields are required: Columns marked with an asterisk (*), like Item Name, are required.
- Locations: When inserting item locations, start with the Location column as the highest level of organization. An error will occur if you insert a Sublocation or Location Details without a Location.
- Add new custom fields by naming a column and pasting your data.
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Add new Types by adding and naming a new worksheet. Copy over any column headers from an existing worksheet that you want to include in the new Type. Note: There is a 31-character limit for worksheet (Type) names.
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Add new inventory items by inserting data on the appropriate Type worksheet. The Item Name column is a required field. For the Row Type column, choose Item. Leave the Serial Number and Instance ID fields blank. A unique Serial Number will be automatically assigned upon import.
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Add new item instances: Item instances can only be added to existing inventory items. To add item instances, first import the file with the new items so they are each automatically assigned a unique serial number, then export your inventory to add item instances below those new items.
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The Item Name column should be left blank. For the Row Type column, choose Instance. Copy the Serial Number from the grey Item row above. Leave the Instance ID field blank.
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The Item Name column should be left blank. For the Row Type column, choose Instance. Copy the Serial Number from the grey Item row above. Leave the Instance ID field blank.
Important: The Amount in Stock column can only contain numerical values. The Unit Size field is customizable, whereas the Amount in Stock Units field must be an accepted unit of measurement. The accepted units for the Amount in Stock Units field are: aliquots, ampules, bags, bottles, boxes, canisters, cases, drums, kits, packs, plates, rolls, samples, sleeves, tubes, units, vials, µg, mg, g, kg, pmol, nmol, µmol, mmol, mol, oz, lb, µL, mL, L, fl oz, gal, mm, m, in, ft, yd.
4. Back in your Lab, on the Import items modal, check the box to verify that you have used Quartzy's Excel template and click Upload file. Choose your saved file and your Inventory will upload!
Link: If you're having trouble with your upload, check out this helpful Troubleshooting Guide.
Next Up: Learn how to edit your Quartzy Inventory via Excel
I am having trouble downloading your Excel Inventory file for uploading into the system. Would you please email me the file? Thanks, Rhonda
Hi Rhonda,
Happy to assist! You should see an email from us in your inbox soon with a copy of the Quartzy Excel Template for your group. :)