Unit Mail Imports
Summary
Like all of our unit data import options, Unit Mail Imports provide a method to create and update units in Record360, which enables you to streamline the inspection process through easier unit selection and checklist autofill. This integration works by setting your system to email an automated report — a CSV or Excel file — to an email address provided by Record360. Record360 will automatically parse your data, ignoring duplicates, and create and update units, so there is always up-to-date inventory directly in our system.
Through the unit upload, one can also specify which workflow sequences a unit should use, enabling automatic selection of the right checklist when starting an inspection.
Business System and Partner Integrations
If your business is currently using an asset management system, whether that be a counter system, "rental management system", or a fully-capable ERP, to manage your units, you may have this ability built in already! Many of our integration partners as well as other systems have reporting mechanisms that can compile your inventory and send it via an automated email.
Partner support
- Karmak
- Point of Rental
If you are interested in becoming a software partner, please reach out to us!
Setting up an Import
To get setup, you will need:
- An exportable unit data report as a spreadsheet, like a
.csvfile. Check out this example and the recommended fields below. The first column will always be treated as the reference number of the unit and is the only strict requirement. - A method of sending this report via email.
- Ideally, a way of automating the report generation and send process to import data on a frequent schedule.
- The import destination email from Record360.
Contact our support team at [email protected] to get started.
Recommended Fields
We generally recommended providing these fields, as applicable or available. Some integrations provide additional data that may be specific to your forms, system, or use case, such as rental agreement or service order data.
| Field | Description | Example |
|---|---|---|
| reference_number | The unit identifier or name used to start inspections and visible throughout the dashboard. Required, the first column in a file will always be treated as the reference number, regardless of the column name. | EX1234 |
| stock_number | Any sort of business system identifier or equipment id that is not assigned from the manufacturer. These are often used as reference numbers. | EX1234 |
| year | The unit's production year, as described by the manufacturer. | 2024 |
| make | The unit's make, brand, or manufacturer. | Ford |
| model | The model designation from the make. | Transit |
| color | The unit's color. | white |
| serial_number | The unit's serial number from the manufacturer. Often used as reference number. | 24124 |
| vin | The unit's vehicle identification number — a standardized 17 digit identifier that encodes vehicle information and serial number. Often used as reference number. | 1FTGF26N0K0014931 |
| license_plate_number | For on-highway vehicles, the registered license plate number. | AZD456 |
| hours | The most recent value for the units hour meter, if applicable. Updating meter values is only recommended if the sending on a frequent basis. | 9000 |
| odometer | The most recent odometer value for the unit, if applicable. Updating meter values is only recommended if the sending on a frequent basis. | 16000 |
| workflow | Matches the value against your checklist names, to automatically select the right checklist when starting an inspection. | Cargo Van |
Supported File Types
If your system inserts a report name in the A1 cell, we will automatically detect it and adapt the import accordingly.
| File Type | Extension | Description |
|---|---|---|
| Comma-separated values | .csv | A simple, universal spreadsheet that makes data processing a breeze. Ideally encoded in UTF-8 format. |
| Excel | .xls.xlsx | Microsoft's widely used spreadsheet formats. |
Updated 8 days ago