How to Bulk Update Parts

Once we have our Parts in UpKeep, we can also use our Update Feature to make mass updates to our Parts. So if you need to bulk update the current quantity of your parts in inventory or other changes, you can do that with this feature!

NOTE: The CSV template used to update your parts is different depending on how you need to update. Review below before making changes : )

How to Update your Parts via the NEW way

If your parts 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 parts first.

Here is where you do this on the NEW import screen

NOTE: If your parts DO NOT have a unique naming convention and have very similar names, the please proceed to the LEGACY section further down for how to steps.

Steps:

Navigate to your Parts/Inventory Section
Click the 3 dots in the right hand corner next to +part
Click Export Current Parts (see shots above)
Open CSV in Excel/Google Sheets
Do not remove or change any headers in Row 1
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)
Save the CSV file
Click Start Part Import Process
Upload this CSV file on the Import Page
Make sure the first row has column names click yes if they do
Next you need to CONFRIM (yellow arrow) all columns you want updated and IGNORE (black arrows) all columns you DO NOT want updated, If the field name does not match up, you can click the drop down and choose which field the dat should map too (pink arrow) when done click NEXT at the bottom.
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. If you want to check if there are issues with your file, click the toggle to only show rows with issues (pink arrow)
Once it the upload finished IF there are any issues you will see this box that you can review and download the error.
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 - Update Name	New Part Name: Building 1 - HVAC 1-998	used for ONLY changing the name of your parts. otherwise leave empty
C - Description	Make/manufacturer information	Part description; specifications; details
D - Quantity	15	Number value; how much of this part you have on hand
E - Cost per Unit	89	Number value; the cost for each individual part
F - Barcode	7233498875	Synonymous with serial, is used to generate your parts' QR codes (which can be scanned using our mobile app). 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
G - Area	Zone 3, NE Corner	A description of where the asset is located TIP: Usually this is a more specific area within the location
H - Minimum Quantity	5	Number value TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification
I - Additional Part Details	Model Number 445566	Numbers or Letters only Tip: You can store more data such as model number (different from Barcode) in this field
J - Location Name	New Jersey Warehouse	Must match your location name in UpKeep.
K - Category	Vacuum	Categories are used to group parts together and can be used to filter your parts before downloading a report
L - Mark Non-Stock	TRUE/FALSE	Must be capital and only TRUE or FALSE
M - Asset Names	Standing Floor Mixer	Must match your Asset name in UpKeep.
N - Assigned User Emails	[email protected]	You can find the user email in People and Teams section.
O - Assigned Team Names	Team Bravo	You can find the team name under the TEAMS tab, in the People and Teams section
P - Assigned Vendor Names	Mr. Fix It	You can find the vendor name under the Vendors and Customers section
Q - Assigned Customer Names	Firestone Apartments	You can find the customer tab name under the Vendors and Customers section

How to Bulk Update your Parts via ID number (Legacy)

If you need to update your parts via ID number please reach out to support FIRST via chat or email [email protected]. Please note the new way is how we are importing moving forward and we encourage you to asses and make changes that will allow this process to be much more smooth.

Steps:

Navigate to your Parts/Inventory section
Click the 3 dots in the right hand corner next to +part
Download your Current Parts
Open CSV in Excel/Google Sheets
Do not remove or change any headers in Row 1
Make necessary changes to your Parts
Save the CSV file
Upload new CSV under the Assets tab > Update > Upload CSV

Guide

NOTE: There are certain columns you can or cannot make changes to.

NOTE: The ID refers to a unique, UpKeep assigned ID. Do NOT make changes in Column A as this is needed to bulk update your parts.

You can find each 10-character ID in the URL when clicking into the location/asset/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 parts based on its UpKeep assigned, unique 10-character ID
B - Part Name	Vacuum Pump Filter	Name of the part, text+number values TIP: If you have similar part names, try to keep them unique by adding another identifier
C - Description	Make/manufacturer information	Part description; specifications; details
D - Quantity	15	Number value; how much of this part you have on hand
E - Cost per Unit	89	Number value; the cost for each individual part
F - Barcode	7233498875	Synonymous with serial, is used to generate your parts' QR codes (which can be scanned using our mobile app). 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
G - Created On	12/26/2020	Note: You will not be able to make changes in this column This column will provide the date the asset was created in UpKeep
H - 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
I - Location ID	zpz3YxdBve	This is the 10-character unique ID of the location that this asset is assigned to
J - Address	202 Port Jersey Blvd # 2, Jersey City, NJ 07305	NOTE: You will not be able to make changes in this column This column will provide the name of its Parent Asset
K - Area	Zone 3, NE Corner	A description of where the asset is located TIP: Usually this is a more specific area within the location
L - Minimum Quantity	5	Number value TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification
M - Category	Vacuum	Categories are used to group parts together and can be used to filter your parts before downloading a report