In Upkeep, you may have set your account up in a way where your assets do not have unique names. With the Legacy way of importing we used to have, you would and could import/ update based of an ID number, and now you cannot.

Don't worry, we know many customer still need to be able to import this way and good news you can : )

This doc is going to walk you through how to import and update asset data using an ID number and not unique name.

PLEASE NOTE: This will not be an option forever and you will need to update your assets to a unique name in the future at some point.


Ready to get started? First thing you need to do is reach out to technical support and let them know you need to import using an ID number. You can do this via chat or email [email protected]

Once you have the URL, proceed below.

Steps:

  1. Go to the Asset Import page, copy the URL you received from Technical Support into the search bar.

    1. Image 2022-07-05 at 2.10.00 PM

    2. You should now see this screen:

      Image 2022-07-05 at 2.03.39 PM
  2. Click Download Current Assets (see Gif below for walk through)

  3. Open CSV in Excel/Google Sheets

  4. Do not remove or change any headers in Row 1

  5. Do not remove or change data in Column A (the ID column)

  6. Make the necessary changes to your Assets by correcting the data you see in the corresponding column. (use guide below for how to enter data into the column)

  7. Save the CSV file

  8. Navigate to the Asset Import page, Upload your CSV file and hit Import.

NOTE: Updating via the Legacy way, you CAN accidentally delete or erase data by bulk updating if any cells that previously had data in them are left empty upon upload. Make sure to remove the column entirely if you are not updating that column.

Quick walk through here!


Column Guide Legacy Import Page

This is guide on how to enter data into the columns for import/updating

NOTES:

You can find each 10-character ID in the URL when clicking into the location/part/etc. All IDs can also be found when exporting each data set in Column A of the CSV!

Column Header

Example Entry

Acceptable Values/Notes

A - ID

f4rKODEYsy

NOTE: Do NOT make any changes in this column.

  • This column is used to make changes to your existing assets based on its UpKeep assigned, unique 10-character ID

B - Name

Building 1 - HVAC 1

Name of the asset, text+number values

  • TIP: If you have similar asset names, try to keep them unique by adding another identifier

C - Description

Make/Manufacturer information

Enter a description for the asset

D - Type

38EZA048310

Model information for your asset or type of asset

E - Barcode

7233498875

Synonymous with Serial Number

  • TIP: If left blank, you can later assign a “Random Barcode” within UpKeep.

  • This is what is used to create QR codes in UpKeep.

  • NOTE: Excel may reformat your barcodes, which is not something UpKeep can control

F - Area

Zone 3, NE Corner

If you assign a location, you can specify an area within that location.

  • NOTE: This is not the location, which is Column H and Column I

G - Additional Information

Measurements/year of manufacturer

Enter any additional Asset details or information

H - Location ID

zpz3YxdBve

This is the 10-character unique ID of the location that this asset is assigned to

I - Location

New Jersey Warehouse

NOTE: To make changes to the assigned location, change the Location ID (Column I)

  • The Location name will automatically be updated once this CSV is uploaded

  • You will not be able to make changes in this column

J - Parent Asset ID

P4p0cSNLrF

This is the 10-character unique ID of the parent asset that this child is assigned to

  • You will need this field filled out if you are changing an existing asset to a child asset (your parent asset must have already been created)

K - Parent

This is the name/title of the parent asset. This will only show if this asset is a child asset.

  • NOTE: You cannot edit this field/column

  • Leave this blank if you are updating an existing asset to a child, this will auto-populate using the Parent Asset ID

L - Worker ID

NOpyNXZ48d

This is the 10-character unique ID of the user that will be assigned to this asset

  • Leave this field blank if not applicable

  • TIP: If you have any, this is most important for Limited Technician user types because they need to be assigned to see assets they did not create

M - Worker

Kobe Bryant

The worker/user assigned to this asset

N - User Type

Admin

The user type for the assigned worker

O - Category

Fleet

Categories will allow you to easily find a group of assets in the future and generate accurate reports

P - Purchase Date (mm/dd/yyyy)

11/25/2021

Enter in the Asset’s purchase date

  • Format: mm/dd/yyyy

Q - Service Date (mm/dd/yyyy)

11/25/2021

Enter in the date the asset went into service/operation

  • Format: mm/dd/yyyy

R - Purchase Price

50000

Enter in the Asset’s purchase price

S - Warranty Expiration Date (mm/dd/yyyy)

11/25/2030

Enter in when the asset's warranty expires

  • Format: mm/dd/yyyy

T - Residual Price

2000

Enter in the asset's residual price

U - Useful Life (e.g 3 years)

3 years

Enter the asset's useful life (in years)

V - Team IDs

zpz3YxdBve,Xx1235YDg5

This is the 10-character unique ID of the team that will be assigned to this part

  • Leave this field blank if not applicable

  • You can add multiple IDs by using a comma with no spaces

AB - Created Date

10/24/2020 04:40:31 NZDT

The date and time this asset was created

  • NOTE: You cannot edit the field/column

Links for how to format columns in excel and google sheets:

Excel: https://support.microsoft.com/en-us/office/format-numbers-as-dates-or-times-418bd3fe-0577-47c8-8caa-b4d30c528309#:~:text=On%20the%20Home%20tab%2C%20in,that%20you%20want%20to%20use.

Google Sheets: https://support.google.com/docs/answer/56470?hl=en&co=GENIE.Platform%3DDesktop


Have questions? Want Support to double check your file before import? Send us a chat or email [email protected] with the file attached and we can help.

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