Articles on: Checklists

Bulk import and updating of checklists with Excel

Overview


How do I bulk import or update project data in CxPlanner?


CxPlanner supports seamless bi-directional synchronization with Excel spreadsheets. This allows you to upload large datasets quickly, keep them updated during the project, and ensure your structure in CxPlanner matches your project documentation.


Only users with the project role Manager or Admin can perform imports and updates.


When and why to use this


Bulk import and update is useful when you need to:

  • Upload a large amount of equipment, systems, or checklists in one step.
  • Keep data synchronized between CxPlanner and an existing Excel file.
  • Rearrange your project hierarchy using the spreadsheet’s structure.


Limitations:

  • Items cannot be deleted via import.
  • Incorrect or duplicate IDs may cause errors or unintended updates.
  • The import requires the official CxPlanner spreadsheet template.


How to - step by step


Accessing the bulk import menu

  1. Go to your project dashboard.
  2. Open the Bulk-import menu.
  3. Upload your prepared Excel file.


Step 1 & 2


Step 3



Using the spreadsheet template

To import, you must use CxPlanner’s official spreadsheet template.


You can download it:

  • Directly from the import dialog, or
  • From the Menu → Download overview option.


The spreadsheet includes several columns, but three are critical:

Column

Required

Must have data

Info

ID

Yes

No

Unique reference for the item in CxPlanner. Leave empty to create a new item. Fill in to update an existing item.

Sub

Yes

No

Defines the hierarchy using X symbols. At least one root item must exist with no X. Add more Xs to create sub-items.

Asset

Yes

Yes

Name of the equipment or system. Always required.


Adding new items

Leave the ID column empty.


Updating existing items

Include the ID reference generated by CxPlanner.


Deleting items

Not possible with the import function.


Behavior and results

The import function ensures that:

  • If an ID exists in column A, CxPlanner updates the existing item.
  • If the ID column is empty, a new item is created.
  • Indentation in the Sub column defines hierarchy.
  • Text edits or moved rows are reflected directly in CxPlanner after re-import.


Example behavior

  • If an ID is present, CxPlanner updates the matching checklist.
  • If an X is added in Sub, the row becomes a child of the row above.
  • Deleting a row in Excel does not delete it in CxPlanner.
  • Text or structural changes will appear after import.





Updating existing data


To update existing project data:

  1. Export the current overview from CxPlanner.
  2. Open the spreadsheet in Excel.
  3. Modify names, categories, assigned templates, or hierarchy.
  4. Keep the ID column unchanged.
  5. Re-import the file into CxPlanner.


Notes:

  • Equipment can be rearranged by adjusting the X levels in the Sub column.
  • Any moved or renamed items will update in CxPlanner.


Troubleshooting

Problem

Cause

Solution

Import fails

Wrong template format

Download and use the official template

Items not created

ID field filled in incorrectly

Leave ID blank for new items

Wrong hierarchy after import

Misaligned X’s in the Sub column

Adjust indentation before re-import

Deleted items still appear

Import cannot delete items

Remove them manually in CxPlanner


Quick facts

  • Requires: Project role Manager or Admin
  • Location: Project → Bulk-import
  • Affects: Project hierarchy, assets, equipment, checklists

Updated on: 08/25/2025

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