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Using File Uploads with UpKeep Nova

File uploads make it easy to bring data into UpKeep just attach a file, give the agent instructions and let it handle the rest.

Updated this week

With UpKeep Nova, you can upload files directly into chat to save time and reduce manual work. The agent can read your files, extract information, and help you create or update records in your CMMS.


Supported File Types

You can attach these file types directly in chat:

  • PDFs → Upload manuals or documentation to create assets, parts, or preventive maintenance schedules

  • CSVs → Bulk import data, like parts or asset lists, by mapping headers into UpKeep fields

  • Images → Add photos to requests, assets, or work orders for better record-keeping

⚠️ Keep in mind: There are file size limits for each upload. If a file feels too large, try splitting it into smaller parts


How to Upload a File

  1. Open Nova from your left navigation

  2. In the chat bar, click the paperclip icon (📎)

  3. Select your file (PDF, CSV, or image) or drag and drop it into the chat

  4. Send your prompt so the agent knows what to do with the file


What Happens Next

  • In Playground Mode, the agent will show you a simulated plan, but won’t save anything to your account

  • In Ask Mode, you’ll see the agent’s plan in the sidebar and confirm each step before it’s applied

  • In Agent Mode, the agent processes the file and makes changes right away

You’ll always see a summary of what the agent did (or would have done) in the action sidebar


Example Prompts

Here are some ways to combine file uploads with natural-language prompts:

📄 PDFs

  • Upload this equipment manual and create all assets listed inside

  • Extract the preventive maintenance schedule from this PDF and add it to my account

  • Summarize this safety manual into three key maintenance guidelines

📊 CSVs

  • Upload this CSV of parts and add them to my inventory

  • Here’s a CSV of assets map the columns and create them under the Main Facility

  • Import this CSV of PMs and show me the mapping before saving

🖼 Images

  • Attach this image to the open work order #123

  • Add this photo to the asset record for Boiler A

  • Upload this image and note it as part of the safety inspection


Tips for Best Results

  • Start in Playground Mode if you want to preview how the agent will interpret the file

  • For CSVs, make sure your column headers are clear and match UpKeep field names where possible

  • For large PDFs, try splitting the file into sections before uploading

  • Use follow-up prompts to refine the agent’s actions (e.g., “Only add the assets from Section 2 of the manual”)


Verifying File Upload Actions

After the agent processes your file, you can confirm results in your CMMS:

  • Assets, Parts, and PMs → Check for new records or updates

  • Requests or Work Orders → Look for added attachments or extracted details

  • Use filters like “Recently Created” or “Updated by Agent” to quickly find changes

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