This feature is used to bulk update assets using a CSV and the Import page. If you have a lot of assets in your account, this is most useful! The intended behavior of this feature is to overwrite existing information in fields or add new information to empty fields.

Currently we have 2 options for Bulk dating, depending on which screen you see NEW or LEGACY, you will need to follow corresponding steps below : )

NOTE: Keep in mind that the template CSV used to update your assets is slightly different from the one you use to import new assets! You’ll need to use the current asset template you will export out of your account via steps below.

Learn better visually?


How to Update your Assets via the NEW way

If your assets do not have similar names or they have a unique naming convention and you see the new Import screen, proceed below.

Before we get started we will need to download your current assets.

Here is where you do this on the NEW import screen

UpKeep Maintenance Management - Google Chrome 2022-04-21 at 3.49.19 PM

NOTE: If you DO NOT see the new import screen and your assets DO NOT have a unique naming convention and have very similar names, the please proceed to the LEGACY section further down.

Steps:

  1. Navigate to your Assets/Equipment Section

  2. Click on Import

  3. Click Download Current Assets (see shots above for correct screen you see)

  4. Open CSV in Excel/Google Sheets

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

  6. Make the necessary changes to your Assets by correcting the data you see in the corresponding column. (use guide below for how to enter data into the column)

  7. Save the CSV file

  8. Click Start Asset Import Process

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.00.05 PM
  9. Upload this CSV file on the Import Page

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.01.49 PM
  10. Make sure the first row has column names click yes if they do

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.10.56 PM
  11. Next you need to CONFRIM (green) all columns you want updated and IGNORE (pink) all columns you DO NOT want updated, when done click NEXT.

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.04.42 PM
  12. You should then get a pop up window that will show you what all data is being added, if it all looks correct, click FINISH and YES on ready to Submit.

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.06.32 PM
  13. Once it the upload finished IF there are any issues you will see this box that you can review and download the error.

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.08.27 PM

    NOTE: There is a maximum file size of 10 MB per CSV file that can be imported at one time!

Quick walk through here!

Column Guide New Import Page

  • This is guide on how to enter data into the columns for import/updating

  • If you are Changing the name of your Asset you can use the Update Name Column on your CSV and leave NAME column alone

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?


How to Update your Assets via the LEGACY way

If you see the old screen on the Import page, these are the steps you will take to Bulk Update your assets. This is helpful for when you have asset names that are the same or very similar and you need to update via UpKeep ID.

Before we get started we will need to download your current assets.

Here is how you do it on the LEGACY screen

UpKeep Maintenance Management - Google Chrome 2022-04-21 at 3.50.43 PM

NOTE: If you see the NEW import page, but your asset names are similar and not unique and you need to update via the UpKeep ID, please reach out to [email protected] for help : )

Steps:

  1. Navigate to your Assets/Equipment Section

  2. Click on Import

  3. Click Download Current Assets (see shots above for correct screen you see)

  4. Open CSV in Excel/Google Sheets

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

  6. Do not remove or change data in Column A (the ID column)

  7. Make the necessary changes to your Assets by correcting the data you see in the corresponding column. (use guide below for how to enter data into the column)

  8. Save the CSV file

  9. Navigate to the Asset Import page, Upload your CSV file and hit Import.

NOTE: Updating via the Legacy way, you CAN accidentally delete or erase data by bulk updating if any cells that previously had data in them are left empty upon upload. Make sure to remove the column entirely if you are not updating that column.

Quick walk through here!

Column Guide Legacy Import Page

This is guide on how to enter data into the columns for import/updating

NOTES:

You can find each 10-character ID in the URL when clicking into the location/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 - ID

f4rKODEYsy

NOTE: Do NOT make any changes in this column.

  • This column is used to make changes to your existing assets based on its UpKeep assigned, unique 10-character ID

B - Name

Building 1 - HVAC 1

Name of the asset, text+number values

  • TIP: If you have similar asset names, try to keep them unique by adding another identifier

C - Description

Make/Manufacturer information

Enter a description for the asset

D - Type

38EZA048310

Model information for your asset or type of asset

E - Barcode

7233498875

Synonymous with Serial Number

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

  • This is what is used to create QR codes in UpKeep.

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

F - 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 H and Column I

G - Additional Information

Measurements/year of manufacturer

Enter any additional Asset details or information

H - Location ID

zpz3YxdBve

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

I - Location

New Jersey Warehouse

NOTE: To make changes to the assigned location, change the Location ID (Column I)

  • The Location name will automatically be updated once this CSV is uploaded

  • You will not be able to make changes in this column

J - 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 changing an existing asset to a child asset (your parent asset must have already been created)

K - Parent

This is the name/title of the parent asset. This will only show if this asset is a child asset.

  • NOTE: You cannot edit this field/column

  • Leave this blank if you are updating an existing asset to a child, this will auto-populate using the Parent Asset ID

L - 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

M - Worker

Kobe Bryant

The worker/user assigned to this asset

N - User Type

Admin

The user type for the assigned worker

O - Category

Fleet

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

P - Purchase Date (mm/dd/yyyy)

11/25/2021

Enter in the Asset’s purchase date

  • Format: mm/dd/yyyy

Q - Service Date (mm/dd/yyyy)

11/25/2021

Enter in the date the asset went into service/operation

  • Format: mm/dd/yyyy

R - Purchase Price

50000

Enter in the Asset’s purchase price

S - Warranty Expiration Date (mm/dd/yyyy)

11/25/2030

Enter in when the asset's warranty expires

  • Format: mm/dd/yyyy

T - Residual Price

2000

Enter in the asset's residual price

U - Useful Life (e.g 3 years)

3 years

Enter the asset's useful life (in years)

V - Team IDs

zpz3YxdBve,Xx1235YDg5

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

  • Leave this field blank if not applicable

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

AB - Created Date

10/24/2020 04:40:31 NZDT

The date and time this asset was created

  • NOTE: You cannot edit the field/column

Links for how to format columns in excel and google sheets:

Excel: https://support.microsoft.com/en-us/office/format-numbers-as-dates-or-times-418bd3fe-0577-47c8-8caa-b4d30c528309#:~:text=On%20the%20Home%20tab%2C%20in,that%20you%20want%20to%20use.

Google Sheets: https://support.google.com/docs/answer/56470?hl=en&co=GENIE.Platform%3DDesktop


Have questions? Want Support to double check your file before import? Send us an email with the file attached and we can help. [email protected]

Did this answer your question?