Now that you have all your templates set up, the quickest way to get going is to use our import tool. In this article, we'll go over the different import options. The import tool is the best way to set up your Inventory in bulk. For more information about how to use the import tool, click here.
You have two options: either import from a file (CSV /XLSX) or type/paste manually into a table. Additionally, depending on the format of your file, you'll have two different modes: either one row per resource or one row per item. This will depend on how your spreadsheet is formatted.
When importing one row per item, each row represents an individual item in your Inventory.
To do this effectively, ensure that you have a "Name" column to identify the resource. If individual item names aren't specified, Labstep will automatically generate them using the resource name with an incrementing number (e.g., Acetone #34).
Importing this way enables you to specify item-specific metadata such as location, amount remaining, lot numbers, barcodes, or expiry dates for each item.
This option is preferable if your spreadsheet contains specific item names, such as Blood Sample #3 or Passage #98, or specific item information such as locations, amounts, lot numbers, barcodes etc.
When specifying locations, you have the option to provide a path of nested locations.
Utilise set locations like "Freezer A" for general item placement. For granular detail, use paths like "Freezer A > Shelf 2 > Box 98" to specify precise item locations and sub-locations.
Labstep dynamically creates sub-locations during the import process if the one(s) referenced do not match any from your Inventory.
Name | Item Name | Amount Remaining | Location | Use By Date | Barcode nº | Lot nº |
Colombia El Jordan Estate | Bag 1 | 500g | Freezer A | 26/04/2024 | ABC-abc-6589 | 45678 |
Colombia El Jordan Estate | Bag 2 | 250g | Freezer A> Shelf 5> Box 65 | 27/04/2024 | ABC-abc-1234 | 0987 |
365 Pacific Rim | Bag 1 | 1000g | Box 66 | 28/04/2024 | ABC-abc-0987 | 47385 |
Lazy Sunday Coffee Beans | Bag 3 | 50g | Shelf 5 | 01/05/2024 | ABC-abc-4567 | 73928 |
Jamaica Blue Mountain | Bag 5 | 750g | Shelf 23> Box 7 | 02/05/2024 | ABC-abc-5432 | 12346 |
Alternatively, you can choose to import one row per resource, specifying the number of items in stock for each resource.
In this case, each row represents a resource, and you'll need to specify the number of items in stock under a column named "number of items" or "items in stock." You'll need a Name column for your resources. Within the resource, each item will use the resource name with an incrementing number. You can update the name after import by clicking on the item's cell.
Keep in mind that resource-specific metadata fields will apply to the resource only, not individual items. If you have an item template set up, then you will be able to fill in the fields once the upload is complete.
Name | Items in stock | Vendor | Organic | Ethically Sourced | Country of Origin |
Colombia El Jordan Estate | 52 | Fortnum & Mason | yes | yes | Columbia |
Colombia El Jordan Estate | 20 | Whole Foods | yes | yes | Ethiopia |
365 Pacific Rim | 7 | Waitrose | no | yes | Kenya |
Mistakes happen! Labstep allows you to revert an import if needed:
If you make a mistake during the import process, you can revert it by navigating to the import tool and clicking "Revert".
Be cautious when reverting imports, as it will permanently delete the imported resources/items.
Ensure your spreadsheet has a "Name" column.
Set up templates before initiating the import process.
Reference items in stock if importing resources to avoid "0 available" items.
Match spreadsheet columns with metadata fields set in your templates.
The first import might take longer than subsequent ones.
Invalid rows will halt the import process.
Clicking "back" before "import" will result in lost changes.
Importing your Inventory into Labstep is a crucial step towards optimising your laboratory workflows. With the ability to import both resources and items and granular control over metadata fields, Labstep empowers you to manage your Inventory efficiently, saving time and reducing errors. With your Inventory efficiently set up, you'll then be able to seamlessly link it to your research.
Now, it's time to put your knowledge into action and seamlessly transition your Inventory into Labstep's comprehensive platform!
What are the two options for importing Inventory in Labstep?
How can you specify item locations during the import process?
What is the purpose of reverting an import?
Why is it important to match spreadsheet columns with metadata fields?
What should you do if you encounter invalid rows during the import process?
This lesson is part of the "Labstep 101: Everything You Need to Know to Get Started" course. View all lessons here.
