Available On: Starter, Professional and Business Plus
Easily import your asset data into UpKeep with our importing tool, supporting various formats including .csv, .tsv, .txt, .xls, .xlsx, and .xml. 📊 If you manage multiple assets and have your data in spreadsheets, use our importing tool to effortlessly map your data into UpKeep. 🚀
UpKeep's Asset hierarchy consists of four levels, including Parent Assets and Child Assets. To learn more about asset structure, check out our article on building asset structure here.
Child assets are parts/components of a larger Parent asset that you may also need to maintain or work on. An asset might be considered a child asset if the Parent asset can't function without it, and if you need detailed tracking or reports for that specific part/component. This same principle applies to grandchild and great-grandchild assets. A grandchild asset is a component of the child asset.
Learn Better via Video? No worries, click the button below to view our how-to video.
Please Note** File size is limited to 10MB and names MUST be unique.
How to Structure Your File Data
Importing now matches based off the ID COLUMN of your import. If there is no matching ID, a New Asset is created. If the ID Matches, then the asset will be updated with data on the spreadsheet.
You can use CSV, XLS, XLSX, TSV or XML Format
You can also manually enter items to the table manually under import
You can import Parent Assets and Child Assets at the same time, but the Parent Asset needs to be higher/listed before child assets on the sheet.
To be sure the import works correctly, we recommend importing the parents assets first and then importing the child assets on a separate file.
Asset Custom Fields will need to exist in the UpKeep Account Prior to the import. (Only available on Business Plus)
Entries in import sheets are case-sensitive. Please ensure that the capitalization, spacing, and punctuation match exactly for accurate data import.
Name | Parent Asset Name |
Parent Asset |
|
Child Asset | Parent Asset Name |
Example of how spreadsheet looks:
How the above Spreadsheet looks in Review stage of Import Process in Upkeep.
IMPORTING GUIDE
NEW DATA: If you do not have a file template available, navigate to this link and click the "Download Template" Option. This will provide you an example of how to enter your asset data as you prepare the file.
UPDATING EXISTING DATA: Export your current asset list to update by click this link. On this page, click "Export Current Assets". We recommend exporting a current list of whatever data object you are looking to update and save a copy.
Next edit the data you wish to update and follow the same steps below to import your changes
How to Import Asset Data into UpKeep
Steps:
When your file is ready to import, navigate to the Import/Export Tab on the left side of your screen.
Under Data set, click on the dropdown menu and select "Asset"
Click Start Asset Import Process.
Notice now that Asset ID is the first column instead of name. Please be aware it is possible to have duplicate named records, so we highly suggest each asset has a unique name.
Click "Choose a file" and locate the correct file you wish to upload.
Click "Confirm selection and continue" if the data shows the Asset ID and Name Columns correctly.
Next, view all the columns and ignore any that do not contain data you wish to import/update.
NOTE: If you see the
symbol under the "Matched to" Column and you have data to import for that column, make sure you hit the dropdown arrow next to the symbol and select the correct Column Header and match it. You'll see a green check appear when you have changed it. 
Scroll down and click "Confirm matching and continue"
Review and Edit
Errors: Any data that is not validated to fit the parameters within a column will generate an error at the top. If you click the "Show rows with errors" it will highlight those errors. You can also export rows with errors if you prefer.
Bulk Update: Click Find and Replace
Make changes/corrections and click Finish
A pop-up will appear asking if you are sure you want to submit. Click "Yes" to proceed with the import.
If the import was successful, you will see a green pop-up appear.
If there were issues, it will show a red pop-up saying "not everything worked as expected." You can download the rows that had issues by selected "Download rows with error". Make changes to that data and re-import following the steps above.
Fields
Asset ID is created once the piece of data is imported/created in UpKeep. This ID allows Upkeep to uniquely identify that piece of data in the system and cannot be created or changed by your team.
Note: Any Custom Fields will be available when downloading the template from your account. They can also be added and mapped in the import template.
Column Header | Example Entry | Acceptable Values/Notes |
Asset ID | wsIziIM1Br | Used for updating your Assets. Leave Blank if adding new Assets. |
A - Name
| Building 1 - HVAC 1 | Enter a name/title for your Asset |
B - Description | Any Relevant Asset Information | Enter a description for the asset |
C - Model | 38EZA048310 | Model information for your asset or the type of asset it is |
D - Serial Number | 1839567340281 | The Serial Number of the Asset |
E - Barcode | 7233498875 | This is what is scanned on the mobile application
|
F - Area | Zone 3, NE Corner | If you assign a location, you can specify an area within that location.
|
G - Additional Information | Measurements/year of manufacturer | Enter any additional Asset details or information |
H - Location Name | Main Factory | The Name in UpKeep of the Location |
I - Parent Asset ID | 9GNzpuxG5m | The ID of the Parent Asset
|
J - Worker Email | The UpKeep Email of the user assigned | |
K - Category | Fleet | Categories will allow you to easily find a group of assets in the future and generate accurate reports |
L - Manufacturer | Company123 | The maker of the Asset
|
M - Purchase Date | 11/25/2021 | Enter in the Asset’s purchase date
|
N - Service Date | 11/25/2021 | Enter in the date the asset went into service/operation
|
O - Purchase Price | 50000 | Enter in the Asset’s purchase price |
P - Warranty Expiration Date | 11/25/2030 | Enter in when the asset's warranty expires
|
Q - Residual Price | 2000 | Enter in the asset's residual price |
R - Useful Life | 3 years | Enter the asset's useful life (in years) must be all lower case, no capitals |
S - Team Name | Response Team | The UpKeep Team assigned to the Asset
|
T - Customer Assigned Name | Customer123 | The Customer associated with the Asset
|
U - Vendor Assigned Name | Vendor123 | The Vendor Associated to the Asset
|
V - Parts Name | HVAC Filter | The UpKeep Name of the part assigned to the Asset
|
W - Track Check Ins/Outs | True | Add the ability to have check in/check out for Asset
|
X - Check out Procedure | Fill out Form | What are the steps needed to check out this Asset? |
Y - Check In Procedure | Alert the Manager | What are the steps needed to check in this Asset? |
FAQs about Import/Updating Assets
What is the difference in an area and location on an asset's details?
The location is the specific building or site where the asset is linked in UpKeep. The area allows you to add more specifics on a certain region/zone within the location.
Example:
Asset = HVAC #1
Location = Warehouse #1
Area = Zone, Section, or Region within the Location of the asset you'd like to show your team. Area provides another location value to help your team know exactly where to locate the asset.
Any need to knows about the length of Serial Numbers?
Yes, serial numbers being too long may be reformatted in Excel or Googles Sheets in scientific notation (if they are only numbers).
Where is my manufacturer list being created from?
As of now, the manufacturer drop-down list is created from the Vendors added into UpKeep. If you need a manufacturer for an asset, you'll need to create it as a vendor first and the select it for the manufacturer field.
Imported my data, but some of the data did not import, and the error message did provide full context on the issue. What did I do wrong?
From experience, we have found that often we can create extra whitespace or spaces on your file import. We recommend removing any extra white space on the Excel/Google Sheet files.
Note: if you are updating existing data, make sure that the object in UpKeep also do not have an extra space after the text. IT HAPPENS more than you think :)
Does my data have to match exactly to what exist in UpKeep to update via import?
Yes, UpKeep's import tool is case sensitive and each piece of data has to match exactly upon importing. Data validation is key to make sure you are updating the correct object in UpKeep.
Example: Name in UpKeep is "WareHouse 1" and your file has the name as "Warehouse 1". Those two pieces of data are unique, since that spelling of the "H" is capitalized in one and lowercase in the second. This system will create a new location called Warehouse 1 in this case.