Legacy - Import PM Triggers

In Upkeep, you may have set your account up in a way where your PM Triggers do not have unique names. With the Legacy way of importing we used to have, you would and could do this as an ID was assigned to the PM Trigger and we matched based on this ID. The new way does not allow for this as it goes based off name.

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 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.

Want to see how to import the new way? Click the button below.

How to Import PM Triggers

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.

How to Download and Upload the PM Trigger file

Go to the PM Trigger Import page, copy the URL you received from Technical Support into the search bar.
2. You should now see this screen:
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!

Quick walk through:

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).

For any questions or concerns please contact Technical Support via chat or email [email protected]