Update Existing Data via Import File

In addition to using Data Import to create new records, Fleetio allows you to update existing data in the program.

The record types available for update via data import include Contacts, Contact Renewal Reminders, Tools, Groups, Parts, Parts Inventory, Service Reminders, Service Tasks, Vehicles, Vehicle Assignments, Vendors, and Warranties.

Create Import File

Fleetio provides Import Templates with a Prefilled Template option for you to use when updating existing data records. These templates contain all existing data records in Fleetio, each with a unique ID that identifies the record.

To generate an import template:

1. Go to the Quick Add menu and select Import Data.

2. Click Browse Import Templates.

3. Select a template type on the left or select All Templates.
4. Click the Download drop-down next to the appropriate template and select Prefilled Template.

The Prefilled Template includes a unique ID that identifies the existing record in the Fleetio database. This is always the first column, with header fleetio_id. Do not edit this column.

Update Data via Import

1. Select the Import Type from the drop-down.

2. Drag and drop or click to locate the import file on your computer and click Upload.
3. Click Continue.

Map Columns

Map each Header from your source file to the corresponding Fleetio Field Mapping by clicking Confirm or Ignore on each field.

During the mapping process, it is essential to map the fleetio_id column from the source file to the Id field in the Fleetio Field Mapping drop-down box.

The Id field notifies Fleetio that the import is intended to "update" data and not to create NEW records.

Field Values & Requirements

Unlike with NEW data imports, you do not need to include required fields if you are updating data, as long as you include the fleetio_id as noted above, indicating that this is a data update.

See the following articles for the lists of fields available to be updated and additional formatting restrictions and requirements:

• Parts Import Guide
• Parts Inventory Import Guide
• Contact Import Guide
• Contact Renewal Reminders Import Guide
• Tool Import Guide
• Group Import Guide
• Service Reminders Import Guide
• Service Task Import Guide
• Vehicle Import Guide
• Vendor Import Guide
• Warranty Import Guide

Omit Fields with Unchanged Data

Any new data included in the source file will overwrite the corresponding field in the existing Fleetio record. Be sure that you only make changes to the fields you wish to update.

Fields that are left blank will NOT overwrite existing data.

Updating Existing Vehicle Renewal Reminder Data

Fleetio supports updating existing Vehicle Renewal Reminder records using the import process. If a Renewal Reminder is already set up for a vehicle and the same Renewal Type is used in the import file, the existing Renewal Reminder in the system will be updated to reflect the information in the import file. To do this:

1. Click Reminders in the Sidebar Navigation and select Vehicle Renewal Reminders.
2. Click the More Actions Button and select Export Data.

3. Choose to export All Columns in a CSV file format, then click the Export button.

4. Make the necessary changes in the CSV file you downloaded.
   • Do not change data in the Renewal Type column.
5. Follow the steps in New Data Import Overview to import your updates.