The Excel Import Tool is a plugin that was designed to allow users to create PlanSwift parts from their own Excel spreadsheets.  This article will describe in detail how to use this tool.

Ok let's get our Excel spreadsheet  together and prepare it for the import process into PlanSwift. First here are a few things to consider before importing. Also keep in mind that this is a basic example and you are not limited to the properties listed.

1.) Plan out what properties you want to add and populate for each item.

2.) Try to be as global as you can with your properties because each column you create will be added as a property on each item you are importing weather it is used by the item or not.

3.) To simplify the cleanup work after the import you can also import the calculations for any given property. Note that the formula needs to be written in the same manner as it is in PlanSwift and NOT Excel.

The first row of your spread sheet should contain the "Property Headings". You will have the opportunity to edit the names that appear in PlanSwift when you run the import tool. 

This next image shows what is labeled as "Material Type". The name itself really is not important here but what you want to create with this column is a folder structure for my Tab in PlanSwift. This will keep all of my items sorted into nice tidy categories. One thing to note here is that you will need to be sure to sort your spreadsheet by this column before importing otherwise you will end up with a duplicate folder.

In  the "QTY property"  the PlanSwift formula has been added, to perform the calculations needed to get the result for the part being counted. You are not limited to the "QTY property" for this.  You may be adding other calculations in the properties you are creating. You do not have to enter formulas here but it saves a great deal of time if you have a lot of items.

You can also add a column for the unit of measure similar to what i have shown here.  We will specify which fields are Units during the import process.

Once you have your spreadsheet formatted the way you want with all of the data complete you are ready to start the import process.  With your Excel spreadsheet open and PlanSwift open go to the Tools tab in PlanSwift and click on the Excel Import Tool button. 

This will launch the tool and open it in a new window. Your Excel sheet will load the column headers automatically. PlanSwift will automatically associate column names with default PlanSwift properties if the names are the same.  About the form:

  • Tab Name - by default the tab name is set to the name of the Excel file. You can change this here if you like.
    1. Excel Column - These are your headings from your Excel sheet.
    2. PlanSwift Property - These are the properties names that are matched to or created in PlanSwift.
    3. Type - This is where you will select  weather it is a text or number result type.
    4. Units - This is were you can specify weather a column is a unit of measure. 

    Let's start by editing the PlanSwift property names.  The first property is "Name" which matches to the name property in PlanSwift which is what I want so I will leave it alone. The second property  is "Material Type" and since there is not a property in PlanSwift that does not match, You will need to select one from the list or create one by typing the name you want to use.  

    Now earlier it was mentioned that we wanted to have an organized structure for my parts using the "Material Type" as the group.  From the drop down menu I am going to select the <Folder> option. This will tell PlanSwift that I want a folder created for this name in the spreadsheet. 

    Continue this process for all of the PlanSwift Property Names.

    Take note that when you get to the "Size" and "QTY properties"  there has been assigned multiple Excel columns to a single PlanSwift property. 

    This is when you are specifying a "UOM" for a specific property.  In the example below you see that "Size and Size UOM" matched to the same "Size property" in PlanSwift the difference is that you will check the Units check box. This designates that the Excel Column contains the "UOM" for the given property.

    Make sure that you adjust your property Type to reflect the desired result in PlanSwift.

    Once everything is set the way you want it click on the Import button in the lower right corner.

    Once the import tool has finished you should see the tab showing in the PlanSwift estimating window. Notice how the folder structure worked here.

    Now let's take a look at one of the items to make sure all of the information loaded properly. Here you can see the Name, description, Item Number, the formula in QTY, the Price, Size and Folder all populated as it was laid out in the Excel spreadsheet.