Importing Assets From a Spreadsheet

You can import your Assets from a spreadsheet into ExhibitDay. The Asset Import tool can be accessed via the dropdown menu of the “Manage Assets” tab.

Bulk Upload Assets

Prerequisite: At Least One Storage Location

As a part of the asset bulk upload process, right after you upload your spreadsheet, you’ll be asked to specify the Storage Location for each Capital Asset that you’re importing.

Before you begin, please ensure that the Storage Locations to which you plan to assign the assets you’re importing have already been entered into the system.

Storage Locations can be managed from the dropdown menu of the “Manage Assets” tab.

Manage Storage Locations

Note: Storage Locations are different from “Storage Areas.” Storage Locations are places where assets are stored (for example, Warehouse A, Warehouse B). Each Storage Location has a name, address, point of contact, etc. Storage Areas are places within Storage Locations where assets are typically stored (e.g. “Aisle 1, Bin 3”). If you want to specify Storage Areas for assets you’re importing, you can enter the Storage Area for each asset under the “Storage Area” column (Column F of the upload template).

The Import Process

The import process is simple — you download the spreadsheet template (.xlsx), then fill in your assets (1 asset per row), and upload the completed file.

Please note that in the template, “Asset Name” (column A) and “Asset Type” (column B) are the only required columns.

Note: You can import up to 100 assets per upload. If you have more than 100 assets that you would like to import, you can break them down into multiple spreadsheets and upload each spreadsheet separately. Also, the import tool is limited to the properties of assets listed in the spreadsheet template (Asset Name, Type, Internal ID, Make/Model, Cost, Storage Area, Tags, and Pull Notes). Other properties of assets (like asset images, and quantities for collateral, etc.) cannot be imported using the import tool — they would have to be entered into the system manually after the import is complete.

Final Step: Review Screen

After you upload the spreadsheet, the system will parse your data and present you with a screen where you can review the data you’re about to import for accuracy. Review each asset that is being imported and make changes as needed.

If you are importing any Capital Assets, please ensure that you select the appropriate Storage Location for each Capital Asset on the review screen.

Once you’re done reviewing the data, click the “Submit” button at the bottom of the page to complete the import process.

Note: In ExhibitDay, each Capital Asset must be assigned to a Storage Location. That is why you are given the option to choose the Storage Location for each Capital Asset you’re importing on the review screen. On the other hand, Collateral / Multi-quantity Items do not need to have a storage location defined; the storage locations for Collateral / Multi-quantity Items can be selected whenever you make inventory adjustments for them (after the import is done).

Deleting Assets

If you accidentally import a duplicate asset, you can delete it by going to the Asset page itself. Please note that prior to deleting an asset, the asset must be marked as ‘Archived’. You can archive an asset from the extended menu of the tab strip on the Asset page. Once an asset is marked as ‘Archived’, the option to delete it appears in the extended menu of the tab strip.

Archiving an Asset

Keeping Track of Your Giveaways at Events

You can track your giveaways (like swag and raffle items) at tradeshows by adding them under the event “Giveaways” tab.

Calculating the Cost of Giveaways Based on Asset Costs

When creating a Capital Asset or a Collateral/Multi-quantity item (in the “Manage Assets” area), you have the option of specifying the base cost for the Asset. Once an asset is reserved for an event (under the event Asset Reservations tab), that reservation can then be tagged in your Giveaways.

For example, if you have an Asset called “Company Logo Pen” with a cost of $1.00 per pen, and you reserve 500 of them for an event (via the Asset Reservations tab), you can then create a Giveaway (under the Giveaways tab) and tag that reservation in the giveaway. Once an asset reservation is tagged in a giveaway, the cost of the asset is displayed and you can use that cost to enter the cost for the giveaway.

Cost of a giveaway

Setting a Budget for Giveaways

You can enter your planned budget for giveaways at an event under the “Giveaways” section of the event “Budget” tab.

Budget for Giveaways at trade shows

Images for Assets

You can upload up to 5 images for each asset.

Use the “Edit Images” link on the asset page in order to manage images for a given asset.

Edit Asset Images

Uploading and Cropping Images

On the Asset Images popup dialog, click the “Add Image” button in order to add a new image for your asset. After you select the image file that you’d like to use, you’ll see a canvas that helps you crop the image in order to make it have the standard ExhibitDay asset image aspect ratio (125 / 94). You can move the crop area by clicking down and dragging it around. You can expand or shrink the crop area by clicking and dragging its corners. You can use the buttons at the top of the canvas to zoom, flip and rotate the image on the canvas.

Crop Asset Image

Re-ordering Images

If you upload more than one image, the order in which the uploaded images are listed defines the sequence of the images when viewing the image gallery for the asset; the first image will always be the primary image for the asset. You can change the ordering by click-and-dragging the image handles.

Reorder Asset Images

Asset Image Gallery

Once you have uploaded images for an asset, those images can be viewed wherever the asset appears throughout your ExhibitDay workspace (e.g., in your main list of assets, in the list of asset reservations under a given event, etc.). Clicking on the asset image will pop open an image gallery that displays all the images for the asset.

Asset Image Gallery

Sharing Assets Between Your Workspaces (for multi-workspace configurations)

If you have a multi-workspace configuration (offered under the ExhibitDay Enterprise plan), you can share Assets between your ExhibitDay workspaces.

What is a Shared Asset?

A shared asset is any asset that has been shared with another workspace. When an asset is shared with another workspace, it can get reserved for events in that workspace (via the Event “Asset Reservations” tab of the workspace it is shared with).

How do I share an Asset with another workspace?

If you are on the ExhibitDay Enterprise plan and have multiple workspaces, when you view an asset (in the “Manage Assets” area), you’ll see a “Sharing” tab. Under the “Sharing” tab you can specify which of your other workspace(s) the asset should be shared with.

Sharing an Asset

Where do Shared Assets Appear?

Shared assets will be made available under the Event “Asset Reservations” tab of the workspaces they are shared with. Shared assets will not appear in the “Manage Assets” area of the workspace they are shared with. For example, if you share an asset from workspace A with another workspace, B, then any event in workspace B can reserve the shared asset; however, the asset will not appear under the “Manage Assets” area of workspace B. Any change to the asset itself (like changes to the asset name, model number, image, etc.) must be made in the asset’s origin workspace (workspace A).

A share icon Shared Asset is displayed in front of the names of shared assets.

Reserving a Shared Asset

Can Users of the Workspace the Asset is Shared With See the Cost of the Asset?

The Cost of an asset can be set when adding/editing the asset (in the Manage Assets area). When you share an asset with another workspace, you have the option to specify whether or not the users of that workspace can see the cost of the shared asset.
Note: The cost of an asset is shown as a reference when tagging an asset in a giveaway for an event (in order to help calculate the cost of the giveaway); for more information about tagging assets in giveaways of an event, please refer to this article.

What Happens When a Shared Asset is Unshared?

Unsharing (i.e., disabling sharing of) an asset that has already been shared with another workspace prevents new reservations of the asset from the workspace it was shared with — any existing reservations that may have already been made while the asset was shared will not get canceled.

Tagging Asset Reservations in Shipments

Asset reservations can now be tagged in Shipments for your Events in ExhibitDay.

Tagging a Reservation

Once you have made reservations for Assets (under the Event [Assets] tab), you can tag those reservations in any of your Shipments (under the Event [Shipments] tab).

Tagging Asset Reservations for Trade Shows and Exhibits in Shipments

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