How to Import Task Checklists
Bulk import your lists of sub-tasks or checklist items that should be included in your team's work orders
Ben On avatar
Written by Ben On
Updated over a week ago

Check Lists allow you to quickly reuse specific Task Items in work orders. Most commonly, these are used for inspections where you have a list of subtasks or checklist items that you’d like to include as part of a work order.

You can import your checklists in bulk. Once you have set up your checklists in UpKeep, you might have a lot of tasks that you need to create. If so, you can quickly add these tasks into your checklists by importing them as well!

With UpKeep, you will be able to:

  • Import new checklists and tasks at the same time

  • Import new tasks to existing checklists

This article explains how to first create checklists by importing them. Then how to import the tasks to your checklists!

Please Note** File size is limited to 10MB and names MUST be unique.


How to Import Checklists

NOTE: If you are creating a new checklist with multiple tasks, be sure to have the exact same Checklist name (Column B). Check the guide below for additional notes!

  1. Download the sample template for Importing Checklists (and Checklist tasks)

  2. Open the CSV in Excel or Google Sheets

  3. Do not add, change, or remove any of the Column Headers in Row 1

  4. Start adding your data/information in Row 2 (you can overwrite/remove the sample data!)

  5. Once your data is filled out, save your CSV!

  6. Upload the CSV!

TIP: The maximum amount of rows you can import at one time is 200.

Here’s a quick GIF on where to find the right place to download the sample template and upload the CSV:


How to Import Tasks

The sample template for Checklist tasks is the same template that is used for Checklists. The instructions are the same, which you can refer to below:

NOTE: If you are adding tasks to existing checklists, you will need the Checklist ID.

  1. Download the sample template for Importing Checklist Tasks

  2. Open the CSV in Excel or Google Sheets

  3. Do not add, change, or remove any Column Headers in Row 1

  4. Start adding your data/information in Row 2

  5. Once your data is filled out, save your CSV!

  6. Upload the CSV!

If you have included the Checklist ID, you can leave Columns B-E blank! UpKeep will auto-assign the rest of the details so you only need to complete fields for the checklist tasks.

TIP: The maximum amount of rows you can import at one time is 200.


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/Notes

A – Checklist Id

P4p0cSNLrF

This is the 10-character unique ID of the checklist to which the form item is to be added.

  • NOTE: This is only needed if you are importing new tasks to an existing (already created) checklist

B – Checklist Name

Inspection Checklist

Title of your Checklist

  • NOTE: If importing a new checklist and all its tasks, make sure the checklist name is exactly the same. The import is case-sensitive.

C – Checklist Description

Annual Inspection Checklist for all fleet vehicles

Description of what this checklist is for or includes

D – Checklist Category

Inspection

Add the main category for the checklist to sort by

E – Checklist Sub-Category

Fleet

Sub-categorize your checklist

F – Task Name

What is the Condition of the Engine?

Task name or task title

G – Task Type

MULTIPLE_CHOICE

  • TASK

  • TEXT

  • NUMBER

  • CHECKLIST

  • MULTIPLE_CHOICE

  • METER

NOTE: Checklist is also known as Inspection Check task (Pass/Fail/Flag)

H – Multiple Choice Options

good|fair|bad

If you select Multiple Choice for your form type, enter each option separated by |

  • If you did NOT select Multiple Choice for your form type, leave this field blank

  • TIP: the | symbol can be found on your keyboard as the same key as the \ symbol

I – User ID

CVtAO9gCDT

This is the 10-character unique ID of the user you are assigning to this task

J – Asset ID

NOpyNXZ48d

This is the 10-character unique ID of the asset you are assigning to this task

K – Meter ID

If the task type is METER, then this is the 10-character unique ID of the Meter you are assigning to the task

  • If the task type is METER, this is a required field

  • If the task type is not METER, leave this field blank

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