This article explains how your team admin can import or update assets into UpKeep. You can add assets one at a time, but this will allow you to save a lot of time and import them all at once! You can even bulk update your assets as well.
We have Four levels on the Asset hierarchy. This includes our Parent Asset and our Child-Assets.
Child assets are components of the Parent asset where you may be completing work on or maintaining as well. Your assets may qualify as a child asset if your parent asset does not function without that asset.
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Please Note** File size is limited to 10MB and names MUST be unique.
Importing your Assets
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.
Asset Custom Fields will need to exist in the UpKeep Account Prior to the import
Parent Asset Name
Parent Asset Name
Example of how spreadsheet looks:
How the above Spreadsheet looks in Review stage of Import Process in Upkeep.
To create new Assets Download the Assets template by navigating to the import page and clicking "Download Template"
To Update Assets select Export Current Assets and makes changes to any columns EXCEPT the ID column. When done save the file for import.
When ready select 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.
4. Confirm that the first column is Asset ID/headers, then click Yes.
5. Next go through to evaluate and confirm column mapping.
6. View the data you are going to import.
Changes can be made from the table
It will notify you of any issues with the import
7. Select Finish when done.
If you are Changing the name of your Asset you can use the ID Column on your CSV
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
Enter a description for the asset
C - Type/Model
Model information for your asset or the type of asset it is
D - Barcode
Synonymous with Serial Number
E - Area
Zone 3, NE Corner
If you assign a location, you can specify an area within that location.
F - Additional Information
Measurements/year of manufacturer
Enter any additional Asset details or information
G - Location Name
The Name in UpKeep of the Location
H - Parent Asset ID
The ID of the Parent Asset
I - Worker Email
The UpKeep Email of the user assigned
J - Category
Categories will allow you to easily find a group of assets in the future and generate accurate reports
K - Purchase Date
Enter in the Asset’s purchase date
L - Service Date
Enter in the date the asset went into service/operation
M - Purchase Price
Enter in the Asset’s purchase price
N - Warranty Expiration Date
Enter in when the asset's warranty expires
O - Residual Price
Enter in the asset's residual price
P - Useful Life
Enter the asset's useful life (in years) must be all lower case, no capitals
Q - Team Name
The UpKeep Team assigned to the Asset
R - Parts Name
The UpKeep Name of the part assigned to the Asset
R - Track Check Ins/Outs
Add the ability to have check in/check out for Asset
S - Check out Procedure
Fill out Form
What are the steps needed to check out this Asset?
T - Check In Procedure
Alert the Manager
What are the steps needed to check in this Asset?
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.