This article explains how your team admin can import or update assets in to 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.


Importing your Assets

Notes

  • Importing now matches based off the NAME COLUMN of your import. If there is not matching name a new ASSET is created. If the NAME matches, then all data changed in all other columns will be updated.

  • You can use CSV, XLS, XLSX, TSV or XML Format

    • You can also manually enter items to the table

  • If you need to Update the name of an Asset you need to use the Update Name Field to change the name

  • Parent Assets must be entered before Child Assets

    • You can import Parent and Sub at the same time, but the Parent needs to be higher on the sheet.

      • Example:

Name

Parent Location

Parent Location

Sub Location

Parent Location

Importing Guide

  1. to create new Assets Download the Assets template by navigating to the import page and clicking "Download Template"

  2. To Update Assets select Export Current Assets and makes changes to any columns EXCEPT the NAME column. When done save the file for import.

  3. When ready select Start Asset Import Process

  4. Upload your file or enter the data manually in to the table provided

5. Confirm that the first column is NAME same as your file

6. Next go through to evaluate and confirm column mapping

7. 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

8. Select Finish

Fields

  • If you are Changing the name of your Asset you can use the Update Name Column on your CSV

Column Header

Example Entry

Acceptable Values/Notes

A - Name

Building 1 - HVAC 1

Enter a name/title for your Asset

B - Description

Make/Manufacturer information

Enter a description for the asset

C - Type/Model

38EZA048310

Model information for your asset or the type of asset it is

D - Barcode

7233498875

Synonymous with Serial Number

  • TIP: If left blank, you can later assign a “Random Barcode” within UpKeep.

  • NOTE: Excel may reformat your barcodes, which is not something UpKeep can control

E - Area

Zone 3, NE Corner

If you assign a location, you can specify an area within that location.

  • NOTE: This is not the location, which is Column G

F - Additional Information

Measurements/year of manufacturer

Enter any additional Asset details or information

G - Location Name

Main Factory

The Name in UpKeep of the Location

H - Parent Asset Name

HVAC1

The UpKeep Name of the Parent Asset

  • Parent needs to exist in UpKeep or be higher on the import sheet then the child

I - Worker Email

[email protected]

The UpKeep Email of the user assigned

J - Category

Fleet

Categories will allow you to easily find a group of assets in the future and generate accurate reports

K - Purchase Date

11/25/2021

Enter in the Asset’s purchase date

  • Format: mm/dd/yyyy

L - Service Date

11/25/2021

Enter in the date the asset went into service/operation

  • Format: mm/dd/yyyy

M - Purchase Price

50000

Enter in the Asset’s purchase price

N - Warranty Expiration Date

11/25/2030

Enter in when the asset's warranty expires

  • Format: mm/dd/yyyy

O - Residual Price

2000

Enter in the asset's residual price

P - Useful Life

3 years

Enter the asset's useful life (in years) must be all lower case, no capitals

Q - Team Name

Response Team

The UpKeep Team assigned to the Asset

  • To Assign Multiple Teams use a comma Team 1, Team 2

R - Parts Name

HVAC Filter

The UpKeep Name of the part assigned to the Asset

  • To Assign Multiple Teams use a comma Part 1, Part 2

R - Track Check Ins/Outs

True

Add the ability to have check in/check out for Asset

  • True or False

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?


Legacy Importing

Parent Assets

First, let’s add in your Parent Assets. These are the main pieces of equipment or machinery. An example would be an HVAC unit or a truck.

Once your Parent Assets are imported, you can add your child assets or import them.

Before doing anything else, you'll need to download the sample template for Asset Import (click on the 3 dots options, then click Import, and finally click Download Template). You can also check out the GIF below!

Steps:

  1. Open the CSV in Excel or Google Sheets

  2. Do not remove or change any headers in Row 1

  3. Add in your data beginning with Row 2

  4. Do not add anything to the “Parent Asset ID” column - this will be used when importing child assets

  5. To assign this Asset to a Location, fill in the Location ID in the “Location ID” column

  6. Save the changes to the CSV

  7. Upload the CSV on the Import page!

NOTE: The maximum file size for the import is 10 MB!

Here is a GIF of where you can find download the CSV and upload it:


Child Assets

Next, let’s add in your Child Assets. These 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 child. An example would be a compressor that goes with the HVAC unit or the engine in a truck.

  1. Download the sample CSV, we'll need a fresh copy of the template

  2. Open the CSV in Excel or Google Sheets

  3. Do not remove or change any headers in Row 1

  4. Add in your data beginning with Row 2

  5. This time, in the “Parent Asset ID” column, fill in the name of the corresponding Parent Asset ID (check the Guide section below for more information)

  6. Save the CSV

  7. Upload the CSV on the Import page!


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 - Name

Building 1 - HVAC 1

Enter a name/title for your Asset

B - Description

Make/Manufacturer information

Enter a description for the asset

C - Type

38EZA048310

Model information for your asset or the type of asset it is

D - Barcode

7233498875

Synonymous with Serial Number

  • TIP: If left blank, you can later assign a “Random Barcode” within UpKeep.

  • NOTE: Excel may reformat your barcodes, which is not something UpKeep can control

E - Area

Zone 3, NE Corner

If you assign a location, you can specify an area within that location.

  • NOTE: This is not the location, which is Column G

F - Additional Information

Measurements/year of manufacturer

Enter any additional Asset details or information

G - Location ID

CVtAO9gCDT

This is the 10-character unique ID of the location that this asset is assigned to

H - Parent Asset ID

P4p0cSNLrF

This is the 10-character unique ID of the parent asset that this child is assigned to

  • You will need this field filled out if you are importing child assets (your parent assets must have already been created)

I - Worker ID

NOpyNXZ48d

This is the 10-character unique ID of the user that will be assigned to this asset

  • Leave this field blank if not applicable

  • TIP: If you have any, this is most important for Limited Technician user types because they need to be assigned to see assets they did not create

J - Category

Fleet

Categories will allow you to easily find a group of assets in the future and generate accurate reports

K - Purchase Date

11/25/2021

Enter in the Asset’s purchase date

  • Format: mm/dd/yyyy

L - Service Date

11/25/2021

Enter in the date the asset went into service/operation

  • Format: mm/dd/yyyy

M - Purchase Price

50000

Enter in the Asset’s purchase price

N - Warranty Expiration Date

11/25/2030

Enter in when the asset's warranty expires

  • Format: mm/dd/yyyy

O - Residual Price

2000

Enter in the asset's residual price

P - Useful Life

3 years

Enter the asset's useful life (in years)

Q - Team IDs

zpz3YxdBve,Xx1235YDg5

This is the 10-character unique ID of the team that will be assigned to this asset

  • Leave this field blank if not applicable

  • You can add multiple IDs by using a comma with no spaces

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