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.


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

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

  2. 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.

  3. When ready select Start Start PM Trigger Import Process

  4. 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


Guide on how to enter data for each column

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 - This Reoccurs Every (Number)

7

  • Enter in a numeric value

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

G - 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 First Monday

    • year(s)

H - On Day(s) Of Week

MO, TU, WE, TH, FR, SA, SU, DAY

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

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

J -Creation Cadence Interval

2

The Interval Number for your creation Cadence

  • Note: Only Available for Regularly Scheduled Work Orders

K - Creation Cadence Frequency

days(s)

  • Note: Only Available for regularly Scheduled Work Orders

L - 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

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

Z - 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)

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