How to Import PM Triggers

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.

Notes

Importing now matches based off the NAME COLUMN of your import. If there is not matching name a new PM 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 a PM Trigger you need to use the Update Name Field 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 NAME column. When done save the file for import.
When ready select Start Start PM Trigger Import Process
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

Column Header	Example Entry	Acceptable Values/Notes
A - Name	Monthly Recurring PM 1	NOTE: Each Trigger Needs a Unique ID Name This is the unique identifier
B - Update Name	Monthly Recurring PM 1-Updated Name	NOTE: Only use if updating the name of an existing trigger Original Name will be in column A
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 Format: MM/DD/YYYY HH:MM:SS NOTES: 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
D - Ends on Date	06/11/2100	Any work orders with a scheduled due date past this date will not be generated Format: MM/DD/YYYY
E - Timezone	America/Los_Angeles	Check out the full list of acceptable timezones!
F - Next Occurrence Is Based On Completion (YES/NO)	YES	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
G - This Reoccurs Every (Number)	7	Enter in a numeric value Example if it is every 7 days enter the Number 7
H - This Reoccurs Every (Days/Weeks/Months/Years)	Days	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 1st year(s)
I - On Day(s) Of Week	MO, TU, WE, TH, FR, SA, SU	Only acceptable values: ___ Day(s)/Week(s)/Month(s)/Year(s) On the Mo/Tu/We/Th/Fr/Sa/Su
J - On Day Of Month	30	The exact Date or Position in the Month If Position of the Month enter 1 day in Column I and the position in Column J First Second Third Fourth Fifth Last Second Last
K -Creation Cadence Interval	2	The Interval Number for your creation Cadence
L - Work Orders Will Appear Every (X) before they are due	days(s)
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.
N - Work Order Description	Perform monthly maintenance activities for the HVAC unit.	Enter the description of your work order
O - Work Order Priority	Medium	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	HVAC 1	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	[email protected]	Users email in UpKeep NOTE: This person will receive the credit for this WO in your reports
T - Additional People email	[email protected], [email protected]	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	HVAC Team	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)	NO	Only acceptable values: YES NO
W - Estimate Hours	3	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 Name	Inspection	Checklist must already exist in UpKeep NOTE: Only one checklist can be imported/updated to a PM trigger at this time (if you would like to add multiple checklists, create a new checklist with all the tasks required and use that).
Y - Archived Status (YES/NO)	NO	On Update if you are archiving the PM Can also leave blank
Create First PM Now (YES/NO)	YES	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)

Legacy Import PM Triggers

Quick instructions:

Download the sample template if creating NEW PM Triggers, otherwise DOWNLOAD CURRENT to make changes or Updates to CURRENT PM Triggers.
Format and enter your data into the template following the guide below
Upload the file you just edited into UpKeep!

How to Download and Upload the PM Trigger file

Navigate to the Preventive Maintenance section
Click on the 3 vertical dot options and select Import
Then, select Download Template (NOTE: Download Current PM Triggers is to update existing triggers)
Open CSV in Excel/Google Sheets
Do not add or remove any headers in Row 1
Add in your data beginning with Row 2.
Each row is an individual PM trigger
Once filled out, save as a new CSV.
Finally, on the same page that you downloaded the template, upload it into UpKeep!

NOTE: For importing new triggers, click "Download Template", not "Download Current PM Triggers".

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!

TIP: Some examples of Schedule Frequency (Column G) and Schedule Days (Column H)

Column Header	Example Entry	Acceptable Values/Notes
A - (Trigger) ID	Z4p2BAxbDY	NOTE: This is needed and used only when updating existing triggers, not creating new triggers. If new trigger, leave blank
B - Trigger Name	Replace Filter Every Month - Asset 1	You can add anything you’d like here that will help you quickly identify this as the right trigger
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 Format: MM/DD/YYYY HH:MM:SS NOTES: It must be a future date It must be MM/DD/YYYY even if your settings are DD/MM/YYYY. Excel or Google Sheets may reformat your date
D - Ends on Date	06/11/2100	Any work orders with a scheduled due date past this date will not be generated Format: MM/DD/YYYY
E - Timezone	America/Los_Angeles	Check out the full list of acceptable timezones!
F - Schedule Type (Regularly/After Completion)	Regularly	If a trigger is: Regularly scheduled, work orders will be generated regardless of the status of previous work orders After completion, work orders will only be generated after the previous is marked complete
G - Schedule Frequency	Every 3 Months	Only acceptable values: Every ____ Day(s) Every ____ Week(s) Every ____ Month(s) Every ____ Year(s) Enter in a numeric value to replace the blank spaces!
H - Schedule Days	(monthly) On day 16	Acceptable values: (monthly)/(weekly)/(daily)/(yearly) On day Numerical value (monthly)/(weekly)/(daily)/(yearly) On the First/Second/Third/Fourth/Fifth/Last/Second Last day/Mo/Tu/We/Th/Fr/Sa/Su (weekly) On Mo/Tu/We/Th/Fr/Sa/Su NOTES: ( ) is needed for monthly/weekly/daily/yearly The schedule days must match the schedule frequency "On" must be capitalized "O" BEHAVIOR: If you set a scheduled day, the due date of the first work order will be the first one that matches the criteria - AFTER the trigger's start date. Example - Monthly Trigger, Start date (Dec 3), Schedule day ((monthly) On Day 1) = 1st work order (Jan 1) The due date for the 1st work order is Jan 1st because the trigger starts after the 1st of Dec (and is the first WO to meet the schedule day criteria) TIP: See the screenshot above the guide as an example
I - Creation Cadence	2 Weeks	Only acceptable values: ___ Day(s)/Week(s)/Month(s)/Year(s) On the Mo/Tu/We/Th/Fr/Sa/Su NOTES: Add a numerical value for ___ "On" must be capitalized "O" "On the"... refers to the specific day before a work order's scheduled due date TIP: See the screenshot above the guide as an example
J - 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.
K - Work Order Description	Perform monthly maintenance activities for the HVAC unit.	Enter the description of your work order
L - Work Order Priority	Medium	Only acceptable values: None Low Medium High
M - 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
N - Asset ID	w76QV5LLDi	This is the 10-character unique ID of the asset that will be assigned to this work order
O - Location ID	7z1CuWGanK	This is the 10-character unique ID of the location that will be assigned to this work order 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.
P - Primary Assignee ID	vwuO2M4oXj	This is the 10-character unique ID of the user that will be assigned to this work order. NOTE: This person will receive the credit for this WO in your reports
Q - Additional People ID	YRFdbdjZbL	This is the 10-character unique ID of the additional worker/user that will be assigned to this work order NOTE: Leave blank if no additional worker TIP: You can add multiple Additional Worker IDs separated by a pipe symbol [ \| ]
R - Team ID	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 TIP: You can add multiple Team IDs separated by a pipe symbol [ \| ]
S - Requires Signature (YES/NO)	NO	Only acceptable values: YES NO
T - Estimate Hours	3	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.
U - File ID		This is the 10-character unique ID of an existing file from your UpKeep account to be added to the work order. NOTE: Leave this field blank if you are not adding a file TIP: You can add multiple File IDs separated by a pipe symbol [ \| ]
V - Checklist ID	N5tUiFtb2h	This is the 10-character unique ID of an existing checklist to be added to the work order NOTE: Only one checklist can be imported/updated to a PM trigger at this time (if you would like to add multiple checklists, create a new checklist wth all the tasks required and use that).