Updating your database items is useful to make bulk changes to items in Rentman, such as:
- increasing the price of all equipment items
- updating the phone numbers of all contacts
Updating your database can also be used to make your database more complete:
- adding measurements for all equipment items
- Adding serial numbers to your equipment items
After uploading your updated .XLSX file, Rentman will update the existing items in your database with new values.
Rentman also needs unique columns when updating your items. The unique columns that you choose determine which items should be updated, if duplicate values are found in your file.
Step 1: Export your current database
Exporting your current database as an .XLSX file (Excel, Google Sheets) makes it a lot easier to update the information of your items. It also ensures that you can choose the correct unique columns, later on.
- Make sure that you know beforehand what details of your items you are going to update. If you are updating the price, make sure to include the price column in your export file.
- Think about the unique columns that Rentman will need later on. Make sure to include these columns in your export file too.
Step 2: Update the information of your items
- Open the exported file using a spreadsheet editor, such as Excel or Google Sheets.
- Make your changes.
- Save your file as .XLSX.
Step 3: Import your updated file
- In the relevant module of Rentman, click on the Columns button and choose Import.
- Upload your updated file.
- Match the column titles and click Next step when you're done.
For instructions on matching column titles, please read our articles about importing equipment, contacts, crew members or vehicles.
- Choose the option Update items to values in import file.
This means that the items in your Rentman database will be updated with the new values of your updated .XLSX file.
- Choose your unique columns (see next paragraph).
The unique columns that you choose determine which items should be updated, when duplicate values are found in your file.
- Choose Next step.
- Check your data, and choose Import.
Choose your unique columns
If Rentman discovers duplicate values in two (or more) rows of your file, Rentman needs unique columns to decide which item is the correct one to update.
Example: There are two items in your Rentman database that have the equipment code 1233, but only one of them has gotten an updated price in your import file. The item with the updated price is Shure SM-58, so Rentman only needs to update this item. Therefore, you need to choose the columns equipment code and item name as unique columns.