# Validate imports and adopt held stock deliberately

Review source claims without turning files or local history into authenticated approval.

Source: https://help.smartfact.ai/manuals/reclaimstation/imports

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor

An imported file supplies source facts and claims for review. It does not prove that a component is physically present, checked or authorised for reuse. Keep the stable source identity and inspect the complete validated preview before preparing native work.

## Choose the appropriate file profile

Open Review incoming records. Owners upload location candidates; Authors upload and validate part candidates; Supervisors upload return intake, destination requirements and ReclaimBench saved projects. Reviewers can read retained part-candidate previews, but cannot upload or validate a new part-candidate file. Use the supported template for an upload your role permits.

Enter Stable source namespace for later files from the same system. Preserve it exactly. A ReclaimBench saved project supplies its own source identity. Choose Source file and Validate and preview. Inspect the accepted source records and their statuses, rather than assuming a successful upload created operational stock.

## Keep evidence and physical admission separate

Select the source record. Historical evidence remains historical; it cannot create available stock. A component already adopted should continue through its existing held-stock record, avoiding another physical identity for the same object.

A supervisor can choose Adopt actual component into held stock for an eligible source claim. Confirm its physical location, source unit and model facts, return and owner references, exact part revision, condition and admission evidence. Unknown source identity can remain unknown, but it continues to block the later recovery or release requirements.

Imported approval or local history is not an authenticated ReclaimStation approval. After adoption, use the normal permission, approved method, assessment and independent release process. A file cannot waive those decisions.

## Use the preview to prepare other records

Return intake, location, part and destination previews can inform their corresponding native workflows. Read the source values and compare them with what was physically checked. Do not fill gaps with a convenient known model or policy.

Retain the import history and exact source reference when handing the record to the next person. If validation refuses a row, correct the original source facts or format and review a fresh preview. Use [Receive and authorise a return](/manuals/reclaimstation/receive-a-return) and [Check a component](/manuals/reclaimstation/assess-a-component) for the subsequent controlled work.