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.


How to Import PM Triggers

Quick instructions:

  1. Download the sample template

  2. Format and enter your data into the template

  3. Upload the file you just edited into UpKeep!

How to Download and Upload the PM Trigger file

  1. Navigate to the Preventive Maintenance section

  2. Click on the 3 vertical dot options and select Import

  3. Then, select Download Template (NOTE: Download Current PM Triggers is to update existing triggers)

  4. Open CSV in Excel/Google Sheets

  5. Do not add or remove any headers in Row 1

  6. Add in your data beginning with Row 2.

  7. Each row is an individual PM trigger

  8. Once filled out, save as a new CSV.

  9. 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/Fri/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"

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).

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