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.
|
B - Due Date | 11/11/2021 11:30 AM | Format:
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
|
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)
|
H - Status | Open | These are the only acceptable, exact values:
|
I - Category | Preventative – Electrical | Acceptable values: All default Category values and custom created categories
|
J - Reschedule Based on Completion | YES | These are the only acceptable, exact values:
|
K - Repeating Schedule | EVERY MONTH | These are the only acceptable, exact values:
Or you can pass custom schedule values as per this pattern:
|
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
|
N - Requires Signature | NO | These are the only acceptable, exact values:
|
P - Assigned By ID | DvzlDz5H6k | This is the 10-character unique ID of the user who is assigning/creating this work order
|
Q - Assigned To ID | vwuO2M4oXj | This is the 10-character unique ID of the user that will be assigned to this work order.
|
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.
|
S - Priority | MEDIUM | NOTE: If no priority, leave this field blank These are the only acceptable, exact values:
|
T- Archived Status | NO | These are the only acceptable, exact values:
|
U - Checklist ID | AuIps2l83R | This is the 10-character unique ID of the checklist that will be assigned to this work order
|
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
|
W - Requested By ID | LpEkTagMAe | This is the 10-character unique ID of the requester/user that requested this work order
|
X - Requested By Email Address | It must be a valid email address | |
Y - Part IDs | vwuO2M4oXj,xj9Ou62Z7c,szKgZm5mE0 | TIP: You can add multiple part IDs
NOTE: Leave this field blank if no parts are used |
Z - Part Quantities | 5,1,3 | TIP: You can add multiple part quantities
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 |