How to Create Records and Stocks in a Single Import

Overview

When importing records into Plugg (such as vectors, cell lines, or other inventory items), you can create both the records and their associated stocks at the same time.

This eliminates the need to first import records and then create stocks separately. During the import process, Plugg will automatically create stock records and assign them to the specified storage locations and positions.

Note: This workflow can only be used when creating new records. If a record already exists in Plugg, simply create or import the associated stocks.

The examples below use the Vectors app, but the same workflow applies to all applications that support stocks.

Before You Begin

Before importing, make sure the destination storage location already exists in the Storage app.

For example, if your stocks will be stored in a freezer box, that box must be created before running the import.

Step 1: Prepare Your CSV File

Start with a standard import file containing the information for the records you want to create.

For example, a vector import file might include fields such as:

• Vector Name
• Owner
• Resistance Marker
• Sequenced Status
• Description
• Additional custom fields

You can include any fields that normally belong to the record you are creating. 

Step 2: Add Stock Fields

To create stocks during the import, add the following two required columns to your CSV file:

Stock Location

The name of the storage location where the stock will be stored. This could be a freezer box, shelf, rack, or any other storage location in the Storage app. The values entered in Stock Location must exactly match the names of existing storage locations in the Storage app.

Stock Position (if applicable)

The physical position of the stock within the storage location. In the case of a freezer box this could be A1, A2, B1, etc.

Note: Stock Location and Stock Position are the only required additional fields for creating stocks during vector import. Other stock fields (such as concentration, volume, etc.) are optional.

Step 3: Create Multiple Stocks for the Same Record (Optional)

When creating new records and stocks in the same import, each new record can only be associated with one stock location (a freezer box in our example).

However, you can create multiple stocks for the same record within that location by entering multiple positions in the Stock Position field, separated by commas (for example: A1, B3, C8).

If you need to create stocks for the same record in different storage locations, you will need to create the additional stocks separately after the record has been imported.

Step 4: Upload Your CSV File

Once your CSV file is ready:

1. Open the target application
2. Click Import/Export in the application toolbar.
3. Select Import CSV.
4. Upload your file.

Step 5: Match CSV Columns to Application Fields

After uploading your CSV file, Plugg will display the field mapping screen. During this step, some columns will be mapped to the Vectors application and others to the Vector Stocks application, allowing Plugg to create both the vector records and their associated stocks in a single import.

Vector-related columns (such as Vector Name, Description, Resistance, etc.) should be mapped to the corresponding fields in the Vectors application. Most standard fields will be automatically recognized and mapped by the system.

Stock-related columns (such as Stock Location and Stock Position) must be mapped to fields in the Vector Stocks application rather than the Vectors application. 

To map a stock-related field:

1. Open the matching field drop-down menu and click Select App.

2.  In the search box, type the name of the associated stocks application (in this example, Vector Stocks).

 3.  Select the appropriate field from the Vector Stocks application (for example, Stock Location or Stock Position).

Repeat these steps for all stock-related columns in your CSV file.

Tip: After you select the Vector Stocks application for the first stock field, it will appear as an option in subsequent drop-down menus, so you won't need to search for it again.

Step 6: Verify Your Field Mappings and Import

Before importing, verify that:

• Record fields are mapped to the main application (e.g. Vectors app).
• Stock fields are mapped to the corresponding Stocks application (e.g. Vector Stocks).
• All required fields have been mapped correctly.

Once all columns have been matched, click Import to begin the process.

After the import is complete:

• New records will be available in the main application.
• Associated stock records will be created automatically.
• Stocks will be linked to their corresponding records.
• Storage locations and positions will be assigned according to the values provided in the CSV file.

This allows you to create both records and stocks in a single import, significantly reducing data entry time.

Important Note

CSV imports run as a background process and may take several minutes to complete, depending on the number of records being imported.

You may continue working in other areas of Plugg while the import is running. However, do not close or refresh your browser tab until the import is complete, as this will cancel the process.