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How to Clean and Transform Import Files with UpKeep Intelligence

Learn how to make changes to your data before importing it in to UpKeep

Updated today

Available On: Premium, Professional, Enterprise


You can now use UpKeep Intelligence to clean and reformat your import data — no formulas needed. During the import process, the Transform Data tool lets you use natural language to adjust your data before completing the import. This helps standardize fields like dates, names, and priorities without making changes in Excel.


How to Use the Transform Tool

  1. Go to the Import/Export section in your UpKeep settings

  2. Select the module you want to import into (e.g. Work Orders, Assets, Parts)

  3. Click Start Import

  4. Upload your CSV or Excel file

  5. Map your columns to match UpKeep’s fields

  6. On the Review step, click Transform Data in the top right

  7. Type a prompt describing the changes you want to make

  8. Review the preview of your transformed data

  9. Click Confirm to apply the changes

  10. (Optional) Click Export to download the updated version of your file if needed


Examples of Prompts You Can Use

  • Convert all dates to MM/DD/YYYY format

  • Change all priority values from Medium to High

  • Capitalize all location names

  • Remove extra spaces from asset names

You can speak naturally — no formulas or technical language required


Best Practices for Using the Transform Tool

Want better results with Transform? Check out these tips below:

Be specific with your prompt

The AI works best when you clearly describe what you want to change and how it should look

Examples of prompts you can use:
Convert all dates to MM/DD/YYYY format
Change all priority values from Medium to High
Capitalize all location names
Remove extra spaces from asset names
Replace all “N/A” values with “None”
Convert “In Progress” to “Open”

You can speak naturally — no formulas or technical language required

Focus on one row at a time

The Transform tool applies changes one row at a time. It works well for:

  • Formatting text or dates

  • Renaming values

  • Cleaning up individual fields

It does not:

  • Remove duplicate rows

  • Compare or sort across rows

  • Add new rows or generate new data

Preview, then confirm or export

Once you apply a transformation:

  • Review the preview of your updated data

  • Click Confirm to apply it

  • Or click Export to download the revised file before importing


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