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NOVA Action Prompts

Leverage UpKeep NOVA to automate bulk actions and eliminate manual work — saving hours with a single prompt

Updated this week

NOVA doesn’t just report, it takes action. Think of it as your automation layer for maintenance operations: handling bulk updates, cleaning up data, and keeping your system current without hours of manual work.


🏆 The Biggest Impact NOVA Delivers

  • Eliminates repetitive work through bulk actions and automation.

  • Keeps your system clean and current by closing, updating, or importing records in seconds.

  • Automates preventive maintenance so schedules and compliance never slip.

  • Manages inventory at scale with stock adjustments, purchase orders, and part assignments.

  • Cleans data fast by finding duplicates, fixing missing info, or standardizing naming.


Work Order Management

Goal

Prompt

Why It Matters

Create at scale

Create work orders in bulk from a spreadsheet

Saves hours of manual entry

Assign efficiently

Assign all open HVAC work orders to the Mechanical Team

Balances workload automatically

Reassign quickly

Reassign all open work orders from Technician A to Technician B

Keeps work moving when staff changes

Update statuses

Update all overdue work orders to In Progress

Keeps backlog current

Track costs

Add 3 labor hours for tech 123 at $40/hour to work order 1234

Ensures accurate cost tracking and accountability

Add documentation

Attach manual.pdf to work order 5678

Ensures technicians have the right info at hand

Close backlog

Close all completed work orders from last month

Keeps backlog clean and reporting accurate

Escalate exceptions

Escalate all high-priority work orders older than 7 days to the Maintenance Manager

Ensures urgent issues get immediate attention


Preventive Maintenance Automation

Goal

Prompt

Why It Matters

Create PMs

Create a quarterly PM schedule for all air compressors at Site A

Prevents unplanned failures

Add assets to schedules

Add these assets to the HVAC PM schedule

Keeps new equipment maintained

Update schedules

Increase PM frequency for all pumps with repeat failures to every 2 weeks

Shifts from reactive to proactive

Assign PMs

Assign all safety PMs to the Electrical Team

Ensures accountability


Asset Management

Goal

Prompt

Why It Matters

Add assets

Add new assets from this spreadsheet

Speeds up implementation

Update details

Update location for all HVAC units to Building B

Keeps records current

Reassign ownership

Assign all forklifts to the Logistics Team

Improves accountability

Link to parts

Link Asset ABC to parts DEF123 and XYZ456

Improves inventory traceability

Retire/archive

Archive all assets marked as decommissioned

Keeps asset list current and relevant


Inventory & Parts Management

Goal

Prompt

Why It Matters

Add parts

Add 20 new parts to inventory from CSV

Eliminates manual entry

Update data

Update min/max levels for all bearings to 5/15

Maintains accurate stocking

Adjust stock

Decrease stock of Part ABC123 by 10 for cycle count correction

Fixes discrepancies

Automate reorders

Create purchase orders for all parts below minimum stock

Prevents stockouts

Transfer stock

Transfer 5 units of Part XYZ789 from Site A to Site B

Balances inventory across sites


Location & Team Management

Goal

Prompt

Why It Matters

Add locations

Create new sublocations for Floor 1: Room 101, Room 102, Room 103

Improves structure

Update assignments

Assign all technicians to Site B

Keeps team alignment clear

Create teams

Create a Facilities Night Shift team and assign these users

Simplifies team setup

Update team details

Rename Electrical Crew to Electrical Team

Standardizes naming


Vendor & Customer Management

Goal

Prompt

Why It Matters

Add vendors

Add these vendors from spreadsheet to Vendor List

Speeds up setup

Update details

Update rate for Vendor ABC to 120/hour

Keeps contracts current

Assign vendors

Link Vendor XYZ to all HVAC assets

Improves sourcing visibility


Requests & Approvals

Goal

Prompt

Why It Matters

Approve requests

Approve all maintenance requests submitted this week

Saves admin time

Convert requests

Convert all approved requests to work orders

Automates workflow

Triage requests

Show all new requests and assign to the appropriate teams

Keeps work organized and moving


Data Quality & Cleanup

Goal

Prompt

Why It Matters

Merge duplicates

Merge duplicate parts Motor Bearing A and Motor Bearing – A

Ensures reporting accuracy

Standardize naming

Rename all assets with prefix PLT + asset ID

Improves consistency

Clean incomplete

Find assets missing serial numbers

Helps fill critical gaps


Quick Tips for Action Prompts

  • Be direct: Tell NOVA what to do, not just what to show.

  • Use bulk commands: If you’d repeat it 10+ times, ask NOVA to do it once.

  • Think in workflows: Chain prompts, e.g., list assets with downtime > 10 hours → create follow-up work orders.

  • Don’t forget context: specify location, asset, team, or category.


Bottom line: Delegate routine updates, backlog cleanup, and repetitive tasks to NOVA. The more you offload, the more time your team gets back to focus on solving root causes and driving reliability.

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