If your team already has preventative maintenance or a work order history that is not already entered into UpKeep, you can import that information into UpKeep.
This can also be used to create or update multiple Work Orders at the same time. Download our Sample Template, fill out all the information, then upload it to UpKeep. The steps are listed below!
How to Import your Work Orders
NOTE: Please keep in mind that the maximum number of work orders that can be imported at one time is 2,000.
Download the sample template by navigating to our WO import page and clicking "Download Template" (gif below)
Open the template in Excel or Google Sheets
Do not add or remove any headers in Row 1
Add in your data beginning with Row 2. Fill in each column with data that needs to be on the work orders you create. NOTE: Each row is an individual Work Order
Once filled out, save as a new CSV or xlsx file
Go back to the Import page, and upload the file.
Follow the steps through the Import process
Once done and Imported your Work Orders will now be listed on the Work Orders page.
Gif of how to down load template
Gif of how to Upload and follow through the Import process
Template Guide for Importing
The below template will help you fill in each column with the data that you need to import.
How to locate the 10 character ID if needed
Column Header | Example Entry | Acceptable Values/Format/Notes |
A - Work Order ID | okVJ5ZGBDP | The UpKeep ID for updating existing Work Orders. If it does not have an ID it will create a new Work Order. |
B - Work Order Title | Monthly PM – HVAC | Title of the work order. If you have multiple work orders with similar names, it may be best to include other identifying information. |
C - Work Order Description | Perform monthly maintenance activities for the HVAC unit. | Enter the description of your work order |
D - Work Order # |
| Add your work order # that should be assigned to this Work Order.
|
E - Due Date | 11/11/2021 11:30 AM | Format:
NOTE: Leave blank if you don’t require a due date for this work order |
F - Work Order Status | Open | These are the only acceptable, exact values:
|
G - Estimate Hours |
| The number of hours you’d like to block off on the Scheduler for this activity, based on how long you anticipate this will take to complete.
|
H - Priority | Low | Only acceptable values:
|
I - Category | Preventative – Electrical | Acceptable values: All default Category values and custom created categories
|
J - Completed On | 11/11/2021 23:00:01 | Format:
NOTE: Leave blank if this is not a completed Work Order |
K - Completed By Email | Add the Email of the user who completed this work order. The user email can be found under People and Teams.
| |
L - Assigned By Email | Add the Email of the user who is creating this work order. The user email can be found under People and Teams.
| |
M - Assigned To Email | Add the email of the user who needs to work on this Work Order. This can be found under People and Teams
| |
N - Additional Assignee Emails | Add the emails of any other workers or users that need to work on or know about this Work Order.
| |
O - Requested By Email | Add the email of the person or user who is asking for this work to be done..
| |
P - Team Assigned Name | Team 1 | The Name of the UpKeep Team assigned to the Work Order.
|
Q - Asset Name | Red Ford Pickup | You can find the name of the asset under the Assets Page. Add the name of the Asset to this column, to Assign a work order to an asset. |
R - Location Name | Florida Building A | You can locate the name of the Location under the Locations Page. Add the name to this column to assign a Work Order to a Location.
|
S - Checklist ID | tYiFnoPRYR | Add the ID of the checklist that has tasks that need to be completed to the Work Order. The ID of the Checklist can be found under Checklists section.
|
T - Part Names |
| Locate the name of the Part under the Parts and Inventory section. TIP: You can add multiple part names
NOTE: Leave this field blank if no parts are used |
U - Part Quantities | 5,1,3 | TIP: You can add multiple part quantities
NOTE: Leave this field blank if no parts are used |
V - Purchase Order Names | 5,1,3 | TIP: You can add multiple part quantities
NOTE: Leave this field blank if no parts are used |
W - File ID | tYiFnoPRYR | The ID of any associated Files. This can be found in the files section.
NOTE: The Files must exist within UpKeep
|
X - Requires Signature (YES/NO) | NO | YES if signature is Required |
Y - Archived Status (YES/NO) | NO | YES if Work Order is to be archived. Archived Work Orders will be hidden from reporting |
Z - Cost | $1450 | The Cost of the Work Order |
AA - Time | 4 | The Total time on the Work Order. |