All Editions
Released September 2025
Overview of the Update Assets Tool
The ProCalX Update Assets Tool allows you to update or clear/blank out fields on Assets within your Organizational Unit.
Each run will update assets into the currently connected OU in ProCalX. This can be run multiple times for the specific OU. After the update is completed, you will receive an email with a copy of the update sheet containing any error messages if applicable.
Downloading the Update Assets Template
Once logged into ProCalX, when on the ‘Dashboard’ or ‘Assets’ page there is a ‘+ New’ button on the top left navigation bar.
After selecting, you can click the ‘Update Assets’ button from the file menu. A modal window will pop up where you can download the ‘Asset Update Template’. This will download the latest copy of the PCXUpdate Template spreadsheet.
Source File Definition
Worksheets and Columns
The Excel® Source File structure is defined in the table below. Several Excel Worksheets exist in the Excel file for Assets, Asset Resources, and Asset Contacts. A Template of the Excel® file is available for download on the ‘Update Assets’ page. The columns specified in the table below MUST be defined in the source file.
Assets Worksheet
| Column Name | Description | Note |
| Asset ID | Unique identifier used to distinguish the asset within ProCalX. | Required Field to identify the target asset to update. |
| Name | User-friendly name or description of the asset. | Required Field identify or update target asset. |
| Next Calibration Date | The next scheduled calibration date for the asset. | Format: MM/DD/YYY |
| Frequency | The calibration frequency for the asset. | Text Field. The Frequency must already exist in the system. |
| Manufacturer | The company that produced the asset. | Text Field. Will be created in the system if it does not already exist. |
| Model | The model number or designation of the asset. | Text Field |
| Serial | The manufacturer-issued serial number for the asset. | Text Field |
| Physical Location | The primary physical location where the asset resides. | Text Field. Will be created in the system if it does not already exist. |
| Sub-Location | A more grandular location within the Physical location (e.g. room, area, or line). | Text Field. If a Sub-Location is specified, a Physical Location must also be specified. |
| Functional Location | Logical or operational grouping of the asset (e.g. system, process, or function). | Text Field |
| Department | The department responsible for or associated with the asset. | Text Field. Will be created in the system if it does not already exist. |
| Classification | Categorize the asset using predefined or custom tags. |
Applies one or many ‘classifications’ on the record separated by semicolons. Will be created in the system if it does not already exist. Ex: Active; Gas Analyzer; ISO Critical |
| Asset Status | Current lifecycle status of the asset. | Text Field. The asset status must already exist in the system. |
| Primary Procedure Code | Identifies the primary calibration or maintenance procedure assigned to the asset. | Text Field. The Procedure must either exist or be imported in the same workbook. |
| Remarks | Additional notes or comments related to the asset. | Text Field |
Asset Resources Worksheet
| Column Name | Description | Note |
| Asset ID | Identifies the asset to associate the resource with. | Required Field to identify the target asset to update. |
| Resource Type |
Defines the type of reference being attached.
|
Required Field. Options:
|
| Reference Type |
Categorizes how the resource is used.
|
Options:
|
| Resource Value | The actual link or path to the resource. | Text Field |
Asset Contacts Worksheet
| Column Name | Description | Note |
| Asset ID | Identifies the asset associated with the contact. | Required Field to identify the target asset to update. |
| Contact Email | Email address of the associated contact. | Must be a valid email format. |
| Contact Type |
Defines the role of the contact.
|
Required Field. Options:
|
Template Instructions
Here's a copy of the instructions within the update template that you can use for your data processing:
Update Template Instructions
- If a cell is left blank → the corresponding field will remain unchanged in the system.
- If a cell contains
~CLEAR~
→ the corresponding field will be cleared (set to blank/null) in the system.
- Populate only the fields you wish to update.
- `Asset ID` is required to identify which asset to update.
- ⚠️ The `Asset ID` field is used to locate an existing asset and cannot itself be updated. If you enter an incorrect or reused `Asset ID`, the system may update the wrong existing asset.
Running the Update Assets Template
After the update template has been filled out you will open the ‘Update Assets’ screen and select ‘Choose File’. This will open a File Explorer where you can select your PCXUpdateTemplate sheet.
After hitting ‘Next’ you will have a screen that confirms the target import file and current OU and you can select ‘Start’ to begin the import process.
Reviewing Errors
Once the update is completed, an email will be sent called ‘PCX Mass Update Finished’ with a link to the sheet containing an ‘Errors’ column on various tabs if any errors occurred during the update process.
Common Errors
| Error | Note |
| Entity "Asset" () was not found.! | The Asset ID was not found in the system. Update the ID to ensure it is matches the correct asset in the system. |
| Asset name is required! | The Name is required for a valid asset in the system. This cannot be set to blank or ~CLEAR~. |
| Invalid Email Address: ~CLEAR~ | Asset Contacts require a valid email address and cannot be set to ~CLEAR~. |
| Invalid Contact Type | Asset Contacts require a contact type specified. |
| Missing Resource Type | Asset Resources require a resource type specified. |
|
Asset could not be updated.!
|
A text field may exceed the max field length. |
Example Use Case
- Let's say all the Assets that are due between 9/15/2025 and 9/30/2025 need to be pushed out to due dates in October due to a known scheduling conflict.
- First use the Asset filter on Next Calibration Date for this date range.
- Export that list to Excel from the Assets Page
- Within Excel, copy and Paste the Asset column values into the Asset ID column on the new Update Template's Assets sheet.
- Leave the other cells blank except for the Next Calibration Date field.
- Populate this value with a date value like 10/15/2025 to coordinate all the dates, or edit some values as needed.
- Save your spreadsheet locally.
- Launch the Update Assets functionality, upload the file and begin the import.
- You'll receive an email when updates are completed, with the option to download the template back to view any errors that may have occurred.
- The Update Asset process will update these assets that match the Asset ID in
- The current Organizational Unit only
- Only updating the fields that are set to a new value or set to ~CLEAR~ indicating the field should be emptied of contents.
- Updating the Last Modified and Modified By fields on the Asset to match whoever ran the Import-based Update.