Skip to main content

Bulk Registering and Editing Device Information in Devices via CSV File

Updated
[Notice of UI Terminology Changes]
With ongoing updates, we are progressively changing the term "Member" to "User" and "Employee ID" to "User ID" within our help pages. If your current screen still displays "Member" or "Employee ID," please read them as "User" or "User ID" respectively while referring to this help documentation. For more details on the background of these changes, please check this announcement.

This page explains how to bulk register asset information into Josys's Devices using a CSV file.

Note: The screenshots in this article are currently taken from the Japanese version of the product. Some labels in the images may differ from the English interface.

Overview

This page explains how to bulk register asset information into Josys's Devices using a CSV file.

For registration methods other than CSV bulk import, please refer to the following page.
Reference: Registering and Editing Devices in Devices

Intended Audience

IT administrators who want to create their Devices via CSV bulk import.

What You Can Do with CSV Upload

You can perform the following actions by uploading a CSV file:

  • Change device statuses
  • Overwrite field values
  • Register new devices
💡You cannot delete devices via CSV import.

5 Key Points to Keep in Mind When Preparing Your CSV File

Please keep the following points in mind when formatting your data for Josys's CSV template.

No. Field Name Key Points
1 Asset Number Duplicate asset numbers cannot be used.
Do not enter the same asset number in multiple rows.
Assign a unique asset number regardless of the device type.
2 Status Only "In Use", "In Stock", "Disposed/Cancelled", and "Unknown" statuses can be registered.
3 User The "User" field is required for devices with an "In Use" status.
Additionally, the user must already be registered in Josys.
Please check if they are registered in User Profiles.
4 Usage Period For devices with an "In Use" status, entering the start date is required along with the user.

Importing Data Using AI

You can also import data by using AI to automatically analyze and map field names.
Since this method can sometimes read formats other than the standard Josys template, it is recommended if you already have an existing device list.
Reference: Importing Devices Using Data Refinery

Creating a CSV File Using a Blank Template

Below is a sample CSV file containing Josys's standard fields. Please feel free to use it.
Sample CSV: Josys_Devices_Sample_CSV_20260603.csv
*Please note that Custom Fields created by your organization are not included in this sample.

Creating a CSV File by Downloading from Devices

Download Steps

  1. Click "IT Devices" in the left sidebar of Josys to open Devices.
  2. Click the "Download" button in the top right corner.
  3. Click "IT Device List (CSV Format)".
  4. Click "Scheduled Tasks" in the left sidebar of Josys.
  5. Once the CSV generation is complete, download the CSV file.
    If it is not complete, wait a few seconds, refresh the page, and download the file once the status changes to completed.

Editing Step 1: Deleting MDM-Specific Fields

If you have set up device integrations (External Data Sources), please perform the following steps:

  1. Open the downloaded CSV file.
  2. If you have integrated MDM and IT devices as External Data Sources, the downloaded CSV will contain MDM-specific fields.
    When uploading the CSV file, please delete these columns entirely.
    In the CSV, fields are ordered as standard fields, Custom Fields, and then MDM integration fields.
    If you have configured Custom Fields, locate the Custom Fields columns and delete all columns to the right of them.

    Reference: Integrating with Microsoft Intune (External Data Sources) to Create Devices
    Example) For Intune, the following fields are MDM-specific:
    1. UUID
    2. Phone Number
    3. Last Check-in Date/Time
    4. Enrollment Status
    5. MDM Assignment
    6. Enrollment Date/Time
    7. MDM Device Name

Editing Step 2: Registering/Changing User Information

If you want to change the status to "In Use", edit the data as follows:

  1. Open the downloaded CSV file.
  2. Change the "Status" of the target device's row to "In Use".
  3. Enter the "Start Date" for the target device's row in the "yyyy/m/d" format.
  4. Enter either the "User ID" or the "Employee Email Address" for the target device's row.
💡Although there are columns for employee work locations and job titles, you do not need to fill them out as they will be automatically mapped once linked with User Profiles.
💡The User ID or email address must already be registered in User Profiles, so please verify this in User Profiles.
⚠️If you have set up device integrations (External Data Sources) and configured it to retrieve user information from MDM, you cannot change the user information for devices synced from MDM.
⚠️Please note that changing the start date will recognize the user as a new user. The currently assigned user will be moved to past users, and the new user will be registered as the current user.

Editing Step 3: Unassigning Users

If you want to change the status to anything other than "In Use", edit the data as follows:

  1. Open the downloaded CSV file.
  2. Change the "Status" of the target device's row to anything other than "In Use".
    (In Stock, Disposed/Cancelled, or Unknown)
  3. Delete the values in the following fields for the target device's row:
    1. User ID
    2. Employee Email Address
    3. Start Date
⚠️If you have set up device integrations (External Data Sources) and configured it to retrieve user information from MDM, you cannot change the user information for devices synced from MDM.
⚠️The end date will be set to the date the CSV file is imported.

Editing Step 4: Registering New Devices

If you want to register new devices, add new rows to the file.

  1. Open the downloaded CSV file.
  2. Enter the "Asset Number" and "Status" in an empty row.
    If the "Status" is "In Use", also enter the "User ID" or "Employee Email Address", and the "Start Date".

Editing Step 5: Editing Existing Devices

If you want to edit existing devices, modify the corresponding rows.

⚠️Please note that entering double quotation marks (") at the very beginning or end of a text field will cause an import error.
⚠️Do not edit the first row (header row), as it is used to identify the import fields.
If you use the AI-based import method, the AI may still be able to identify and import the data even if the first row is edited. Please consider this option.
Reference: Importing Devices Using Data Refinery
💡If you have a large volume of devices, importing all of them at once may take some time. You can keep only the rows you want to edit in the CSV (deleting the other rows) and import them.
Deleting rows from the CSV file and importing it will not delete those devices from Devices.

CSV Creation Rules

When creating a CSV file, the behavior of the input fields varies depending on the device's "Status". Please refer to the table below when entering your data.

No. Field Name

Status

In Use

In Stock

Disposed/Cancelled

Unknown
1 Asset Number Required Required Required Required
2 Status Required Required Required Required
3 Device Type
4 Manufacturer
5 Device Models
6 Device Name
7 OS
8 Serial Number
9 Procurement Method
10 Procurement Date
11 Disposal/Cancellation Date
12 Memo
13 User ID Required *Either Email Address or User ID is required. Cannot be entered Cannot be entered Cannot be entered
14 Employee Email Address Cannot be entered Cannot be entered Cannot be entered
15 Start Date Required Cannot be entered Cannot be entered Cannot be entered
16 End Date Cannot be entered Cannot be entered Cannot be entered

How to Import a CSV File

  1. Click "IT Devices" in the left sidebar of Josys to open Devices.
  2. Click "+ Register" in the top right corner.
  3. From the options displayed, click "Bulk Register via CSV File".
  4. A pop-up window will appear. Upload your created CSV file.
  5. Click "Import File" in the bottom right corner.
⚠️ There is a limit of 5,000 rows per upload.
If your file contains 5,001 or more rows, please split the file and upload them separately.
⚠️Please avoid using platform-dependent characters in your CSV file. For example, using characters like "①" will cause an error such as "\\x???" from Windows31J to UTF-8. Please replace them with standard characters like "1" or remove them.

Frequently Asked Questions

  • Can I bulk delete device data via CSV import?
    There is no bulk delete function via CSV, so devices must be deleted one by one.
  • Can I assign a user and set the status to "In Use" via CSV import?
    Yes, you can.
    ・User ID or Employee Email Address
    ・Start Date
    The above two fields are required for registration.
    Additionally, the status must be set to "In Use".
  • Can I unassign a user and change the status back to "In Stock" via CSV import?
    No, you cannot. You must unassign the user information directly within Josys.
  • What is the character limit for the Memo field?
    The Memo field can hold up to 65,535 bytes (approximately 64KB).
    For double-byte characters (e.g., Japanese): Up to approximately 21,845 characters.
    For single-byte characters (e.g., alphanumeric): Up to approximately 65,535 characters.
  • Are there any characters or symbols that cannot be used?
    In the Memo field, you cannot enter double quotation marks (") at both the very beginning and the very end of the text.
  • Can I update only a subset of devices?
    Yes, you can update them by keeping only the rows of the devices you want to update in the CSV file and importing it.
  • Can I set an end date?
    You cannot manually set an end date. The date the CSV file is imported will be set as the end date.
  • I entered a start date, but I get an error saying "Please enter a start date." Why?
    Please check the date format. It must be entered in the "yyyy/m/d" format.
  • How do I know which fields are MDM-specific?
    In the CSV file, fields are ordered as standard fields, Custom Fields, and then MDM integration fields.
    If you have configured Custom Fields, locate the Custom Fields columns and delete all columns to the right of them.

Related articles