How to Import PM Triggers

Learn to import and create new PM triggers in bulk!

Ben On avatar
Written by Ben On
Updated over a week ago

This article will go over how your team admin can create new PM triggers in bulk, so it does not need to be manually entered one at a time. This is especially helpful if you have multiple PM triggers that will be similar in tasks, description of work, etc.

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


  • Importing now matches based off the PM Trigger ID COLUMN of your import. If there is not matching ID a new PM is created. If the ID 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 a PM Trigger you need to use the PM Trigger Name to change the name

Importing Guide

  • To create new PMs Download the PMs template by navigating to the import page and clicking "Download Template"

  • To Update PM Triggers select Export Current PM Triggers and makes changes to any columns EXCEPT the ID column. When done save the file locally for import.

  • If you only want to update certain PM triggers, you can filter them using our filters, then select the Export Filtered View.

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  • When ready select Start PM Trigger Import Process

  • Upload your file by clicking Upload data from file, or enter the data manually in to the table provided

5. Confirm that the first row is ID/headers same as your file, then select YES if it matches

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6. Next go through to evaluate and confirm column mapping. You MUST confirm ID column as this is what we use now to identify the PM Trigger you are updating or creating new.

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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. You can correct issues from this screen and there will be a notification explaining what the issue is.

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8. Select Finish and YES

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Import Errors

Sometimes when you import your file you may have thought you had all the data in there, but it may turn out that you did not. Once your import goes through if there are any issues an Orange error box will show and you can review the issues

you can also down load the issues for review as well. Make sure you double check the CSV file guide below to make sure data is entered correctly.

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Guide on how to enter data for each column

Where to locate the ID of a PM Trigger

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Can Also be found in Column A of the export file of current PM Triggers

Column Header

Example Entry

Acceptable Values/Notes

A- PM Trigger ID


10 Character ID assigned and created by UpKeep for objects created in UpKeep

  • Note: Only Needed when updating triggers

    • For Updates you just need the trigger ID and the fields you wish to update


B - PM Trigger Name

Monthly Recurring PM 1


  • Each Trigger Needs a Unique ID Name

  • This is the unique identifier

C - Starts On Date

06/11/2099 11:30:00

This is the date that you would like your trigger to begin firing off new work orders




  • It must be a future date

  • It must be MM/DD/YYYY even if your settings are DD/MM/YYYY.

  • Needs to have HH:MM:SS

  • Cannot Be Edited

D - Ends on Date


Any work orders with a scheduled due date past this date will not be generated



E - Timezone


F - This Reoccurs Every (Number)


  • Enter in a numeric value

    • Example if it is every 7 days enter the Number 7


  • This is how often you want the WOs to repeat

  • This Field is Required

G - This Reoccurs Every (Days/Weeks/Months/Years)


  • The Frequency (since you entered the numerical value in Column G, this is the Unit (Days,Weeks, Months, Years)

  • Acceptable Values

    • day(s)

    • week(s)

    • week(s) by days of the week

      • On Specific Days

    • month(s)

    • month(s) by days of the month

    • month(s) by position of month

      • Example First Monday

    • year(s)


  • This field is required

H - On Day(s) Of Week


Only acceptable values:

  • ___ Day(s)/Week(s)/Month(s)/Year(s)

  • On the Mo/Tu/We/Th/Fr/Sa/Su

  • If doing Position of Month DAY will be added to this field

I - On Day Of Month


Enter the DAY (1,2,3 etc.) Of the Month you want this to fire off on

J -Creation Cadence Interval


The Interval Number for your creation Cadence


  • This is how soon you would like to see the Work Order on your Work Orders list before it is due

K - Creation Cadence Frequency


L - Next Occurrence Is Based On Completion (YES/NO)


If a trigger is:

  • Regularly scheduled, work orders will be generated regardless of the status of previous work orders. Enter NO

  • After completion, work orders will only be generated after the previous is marked complete Enter YES

M- Work Order Title

Monthly PM – HVAC

Title of the work order. If you have multiple work orders with similar names, it may be best to include other identifying information.


  • This field is required

N - Work Order Description

Perform monthly maintenance activities for the HVAC unit.

Enter the description of your work order

O - Work Order Priority


Only acceptable values:

  • None

  • Low

  • Medium

  • High

P - Work Order Category

Preventative – Electrical

Acceptable values: All default Category values and custom created categories

  • NOTE: The entry has to also exist in your categories section

Q - Asset Name


  • Asset Must Exist in UpKeep Account

R - Location Name

Home Base

  • Location Must already exist in UpKeep Account

  • TIP: You can leave this field blank IF your asset for this WO is already assigned to a location. When the WO is created, the location is auto-assigned.

S - Primary Assignee email

  • Users email in UpKeep

  • NOTE: This person will receive the credit for this WO in your reports

T - Additional People email

  • Additional Team Members assigned

  • NOTE: Leave blank if no additional worker

  • TIP: You can add multiple Additional Worker IDs separated by a comma

U - Team Name


  • Team Name in UpKeep

    • Team must already exist

  • Leave this field blank if not applicable

  • TIP: You can add multiple Team IDs separated by a comma

V - Requires Signature (YES/NO)


Only acceptable values:

  • YES

  • NO

W - Estimate Hours


The number of hours you’d like to block off on the Scheduler for this activity, based on how long you anticipate this will take to complete.

  • NOTE: You can only input whole numbers like 3. You cannot input fractions or decimal numbers like 3.5.

X - Checklist ID


  • Checklist must already exist in UpKeep

  • NOTE: To upload additional checklists use a comma (,) to separate them

Y - Archived Status (YES/NO)


  • On Update if you are archiving the PM

    • Can also leave blank

Z - Create First PM Now (YES/NO)


  • Do you want to create the first PM now or use the creation cadence?

  • Example PM set to start March 25, 2030

    • If YES Work Order will create now

    • If NO Work Order will create X before it is due (based on your entries in Column K, L)

  • NOTE: Based on Completion Triggers will always create the first Work Order now

AA -Paused


Do you want to Pause/Restart the PM Trigger from creating work orders

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