How to Import Work Orders and Work Order History

If your team already has preventative maintenance or a work order history 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 and fill in all of the information.

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 20,000.

Download “Work Order Data Import” Sheet
Open CSV in Excel/Google SheetsDo not add or remove any headers in Row 1Add in your data beginning with Row 2.
Each row is an individual Work Order
Below are instructions for filling out each column.
Once filled out, save as a new CSV.
Finally, Import into UpKeep!

TIP: Want to learn more? Check out a video tutorial on importing work orders. You can also find this at 22:04 of our general Data Importing Webinar!

Guide

NOTE: The ID refers to a unique, UpKeep assigned ID. You can find each 10-character ID in the URL when clicking into the location/asset/part/etc. All IDs can also be found when exporting each data set in Column A of the CSV!

Column Header	Example Entry	Acceptable Values/Format/Notes
A - Work Order #	5555	Your work order # for this WO. Leave blank for UpKeep to assign a WO #
B - Due Date	11/11/2021 11:30 AM	Format: mm/dd/yyyy hh:mm NOTE: Leave blank if you don’t require a due date for this work order. NOTE: It will require a due date if this is a repeating work order
C - End Due Date	11/11/2025 11:30 PM	This will be the date you want this work order to stop repeating on NOTE: Leave blank if not a repeating WO FORMAT - mm/dd/yyyy hh:mm
D - 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.
E - Work Order Description	Perform monthly maintenance activities for the HVAC unit.	Enter the description of your work order
F - Cost	450.97	Add the total cost of this work order
G - Time	2	The amount of time spent on this work order (this is calculated in hours) NOTE: this is actual time spent on the work order, not Estimated Duration (Column R).
H - Status	Open	These are the only acceptable, exact values: Open On Hold In Progress Complete
I - Category	Preventative – Electrical	Acceptable values: All default Category values and custom created categories NOTE: The entry has to also exist in your categories section
J - Reschedule Based on Completion	YES	These are the only acceptable, exact values: YES/yes/y NO/no/n No value or if left blank means NO
K - Repeating Schedule	EVERY MONTH	These are the only acceptable, exact values: DAILY EVERY WEEK EVERY TWO WEEKS EVERY MONTH EVERY 2 MONTHS EVERY 3 MONTHS EVERY 6 MONTHS EVERY YEAR Or you can pass custom schedule values as per this pattern: EVERY X DAYS EVERY X MONTHS EVERY X YEARS
L - Asset ID	w76QV5LLDi	This is the 10-character unique ID of the asset that will be assigned to this work order
M - Location ID	7z1CuWGanK	This is the 10-character unique ID of the location that will be assigned to this work order TIP: You can leave this field blank IF your asset for this WO is already assigned to a location. When the WO is created, the location is auto-assigned.
N - Requires Signature	NO	These are the only acceptable, exact values: YES/yes/y NO/no/n No value or if left blank means NO
P - Assigned By ID	DvzlDz5H6k	This is the 10-character unique ID of the user who is assigning/creating this work order NOTE: Leaving this field blank will automatically update with the name of the Admin importing this file
Q - Assigned To ID	vwuO2M4oXj	This is the 10-character unique ID of the user that will be assigned to this work order. NOTE: This person will receive the credit for this WO in your reports
R - Estimated Duration	3	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. NOTE: You can only input whole numbers like 3. You cannot input fractions or decimal numbers like 3.5.
S - Priority	MEDIUM	NOTE: If no priority, leave this field blank These are the only acceptable, exact values: LOW MEDIUM HIGH
T- Archived Status	NO	These are the only acceptable, exact values: YES/yes/y NO/no/n No value or if left blank means NO
U - Checklist ID	AuIps2l83R	This is the 10-character unique ID of the checklist that will be assigned to this work order NOTE: Leave blank if no checklist needed
V - Additional Worker ID	YRFdbdjZbL	This is the 10-character unique ID of the additional worker/user that will be assigned to this work order NOTE: Leave blank if no additional worker
W - Requested By ID	LpEkTagMAe	This is the 10-character unique ID of the requester/user that requested this work order NOTE: Leaving this field blank will automatically update with the name of the Admin importing this file
X - Requested By Email Address	[email protected]	It must be a valid email address
Y - Part IDs	vwuO2M4oXj,xj9Ou62Z7c,szKgZm5mE0	TIP: You can add multiple part IDs They must be comma-separated (with no spaces) NOTE: Leave this field blank if no parts are used
Z - Part Quantities	5,1,3	TIP: You can add multiple part quantities They must be comma-separated (with no spaces) in the corresponding order for your Part IDs NOTE: Leave this field blank if no parts are used
AA - File IDs		This is the 10-character unique ID of an existing file from your UpKeep account to be added to the work order. NOTE: Leave this field blank if you are not adding a file