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 .csv file. 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

There is no single set of required fields. The only requirement is that the first column represents the unit's reference number — what users type in to start an inspection. However, for typical units like trucks, cars, or heavy equipment, we recommend including a number of data points like make, model, year, and VIN or serial number.

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.

🗃️Example CSV Format

Field	Description	Example	Required?
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`	First column must represent the reference number.
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`	Optional
year	The unit's production year, as described by the manufacturer.	`2024`	Optional
make	The unit's make, brand, or manufacturer.	`Ford`	Optional
model	The model designation from the make.	`Transit`	Optional
color	The unit's color.	`white`	Optional
serial_number	The unit's serial number from the manufacturer. Often used as reference number.	`24124`	Optional
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`	Optional
license_plate_number	For on-highway vehicles, the registered license plate number.	`AZD456`	Optional
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`	Optional
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`	Optional
workflow	Matches the value against your workflow names, to automatically select the right workflow (i.e., checklist, forms, etc) when starting an inspection.	`Cargo Van`	Optional

🗃️ Example CSV Format

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.