Building Maintenance Software Information Page

Import Data

Import existing data into your COGZ system using this function. Choose which area of COGZ Building Maintenance Software to which you would like to import: Equipment, Inventory, Locations, PM Standard Procedures, or Vendors and follow the simple steps illustrated for you below.

Import Warning

In order to import data into your COGZ system you must be sure that all other users are logged off of the system. Once you have confirmed that all users have exited, press the continue button to proceed with the importation.

CMMS Import Data Message

Import Data Options

Using this function you can import data into several areas of your COGZ Building Maintenance Software from any ASCII comma delimited file.

Step 1: Source File Options

CMMS Import Source File Options


File To Import: Select the file from which you would like to import data. You can type in the name, including the drive and directory name of the file, or click on the ellipsis button to select a file from the list of files available.

CMMS Import File Selection

Check if File Uses Double Quotation Marks: Check this option if the file in question is enclosed in double quotation marks. To determine if the file uses quotation marks click on the View File to Check for Double Quotes button. This will allow you to view the file you have selected. Notice if the fields contained in the file are surrounded by quotation marks. If this is the case you will have to check this box. If not, leave the box unchecked.

Check to Skip First Record: Check this option to skip the first record. If the first record on your file is a descriptive title you will want to use this function. You do not want to add an equipment number that is named equipment number.

Check to Convert OEM to ANSI Characters: Select this option to convert OEM to ANSI characters. For use when the file contains extended international characters.

Field Separator: Indicate what character you would like to be the field separator. Normally a comma is used.

Maximum records to import: Maximum number of records to import. Use zero if you would like to import all records.

Once you have completed the above screen. Click on the Next Step button, which will take you to step two of the import process.

Step 2: Duplicate Checking

CMMS Import Duplicate Checking

Check for duplicate records: Select this option if you would like to check the file for duplicate records.

Add duplicate to the file: Choose this option if you would like the system to add the duplicate to the file.

Replace existing record: Choose this option to replace any existing duplicate records.

Ignore It: Chose this option to ignore duplicate records

Store duplicates in a text file: Check this box to store any duplicates in a text file for reference.

File name: Specify the name of the text file in which the duplicates will be stored, if any.

Once you have completed this screen click on the Next Step button, which will take you to the third and final step of the import process.

Step 3: Map Source Fields

CMMS Import Map Source Fields

Press the button labeled First to view the first record from the import file. Click on Next to view each successive record in the file. Click on first to return to the first record at any time.

Source File Field: Match the source file field with the existing fields. Drag and drop the data from the left screen to the appropriate row in the right screen. To drag a field from one side to another, click on the desired item and hold the left mouse button down while moving the mouse pointer and the item to the right screen. Once you have reached the correct spot on the screen, release the mouse button. The fields are now linked to each other. You may also use the map by name button to automatically match the items according to the field name. To remove the file field once you have moved it to the right hand list, double click on the unwanted field and it will disappear.


Override: Right click on the right hand screen to bring up the Override feature. This allows you to enter text to be inserted into the list for each record regardless of what is contained in the incoming file.

CMMS Enter the Override Text

No: References the number of the matching source field file from the left screen.

Map by Name: Automatically match the source file field on the left with the corresponding existing field on the right according to the name.

Save: Save the data to be imported with an appropriate structure description for use at a later date.

CMMS Import Structure Description

Retrieve: Call up a previously saved data import file and display it in the map source fields screen for further work.

CMMS Saved Import Map Structures