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:
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B - Update Name | Monthly Recurring PM 1-Updated Name | NOTE:
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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:
NOTES:
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D - Ends on Date | 06/11/2100 | Any work orders with a scheduled due date past this date will not be generated Format:
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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:
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G - This Reoccurs Every (Number) | 7 |
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H - This Reoccurs Every (Days/Weeks/Months/Years) | Days |
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I - On Day(s) Of Week | MO, TU, WE, TH, FR, SA, SU | Only acceptable values:
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J - On Day Of Month | 30 |
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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:
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P - Work Order Category | Preventative – Electrical | Acceptable values: All default Category values and custom created categories
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Q - Asset Name | HVAC 1 |
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R - Location Name | Home Base |
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S - Primary Assignee email |
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T - Additional People email |
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U - Team Name | HVAC Team |
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V - Requires Signature (YES/NO) | NO | Only acceptable values:
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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.
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X - Checklist Name | Inspection |
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Y - Archived Status (YES/NO) | NO |
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Create First PM Now (YES/NO) | YES |
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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:
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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:
NOTES:
|
D - Ends on Date | 06/11/2100 | Any work orders with a scheduled due date past this date will not be generated Format:
|
E - Timezone | America/Los_Angeles | Check out the full list of acceptable timezones! |
F - Schedule Type (Regularly/After Completion) | Regularly | If a trigger is:
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G - Schedule Frequency | Every 3 Months | Only acceptable values:
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
(monthly)/(weekly)/(daily)/(yearly) On the First/Second/Third/Fourth/Fifth/Last/Second Last
(weekly) On
NOTES:
BEHAVIOR:
TIP: See the screenshot above the guide as an example |
I - Creation Cadence | 2 Weeks | Only acceptable values:
NOTES:
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:
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M - Work Order Category | Preventative – Electrical | Acceptable values: All default Category values and custom created categories
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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
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P - Primary Assignee ID | vwuO2M4oXj | This is the 10-character unique ID of the user that will be assigned to this work order.
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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
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R - Team ID | zpz3YxdBve|Xx1235YDg5 | This is the 10-character unique ID of the team that will be assigned to this asset
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S - Requires Signature (YES/NO) | NO | Only acceptable values:
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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.
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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.
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V - Checklist ID | N5tUiFtb2h | This is the 10-character unique ID of an existing checklist to be added to the work order
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