Legacy - Bulk Import Parts

In Upkeep, you may have set your account up in a way where your parts 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 asset and we matched based on this ID when you imported. 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.

Video - How to Bulk Import New Parts and Bulk Update existing Parts

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 Import Parts

NOTE: You can only import a maximum of 1000 parts in each individual CSV at a time, but there is no limit to the total number of parts in your UpKeep account! Legacy Importing URL can be found here.

Go to the Parts Import page, copy the URL you received from Technical Support into the search bar.
2. You should now see this screen:
Download “Sample Template” Sheet (or check out the GIF below)
Open the CSV in Excel/Google Sheets
Do not add, remove or change any headers in Row 1
Add in your data beginning with Row 2
To add in custom fields, see the next section.*
Save the CSV file
Upload the CSV under the Parts tab > Import > Import your File

Here is a GIF of where you can find the CSV and upload it:

Guide

*If you want to add custom data to a NEW part in UpKeep, you can do so by adding a custom field in a new column at the end of the file. You MUST name this column

CUSTOM|customfield

So your custom field would look something like CUSTOM|Measurment or CUSTOM|Serial Number

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!

Then you would fill in the data for each row. Once you Import this, you will see this field on the Parts details page.

Column Header	Example Entry	Acceptable Values/Notes
A - Part Name	Vacuum Pump Filter	Name of the part, text+number values TIP: If you have similar part names, try to keep them unique by adding another identifier
B - Description	Make/manufacturer information	Part description; specifications; details
C - Quantity	15	Number value; how much of this part you have on hand
D - Cost per Unit	89	Number value; the cost for each individual part
E - Barcode	7233498875	Synonymous with serial, is used to generate your parts' QR codes (which can be scanned using our mobile app). TIP: If left blank, you can later assign a “Random Barcode” within UpKeep. NOTE: Excel may reformat your barcodes, which is not something UpKeep can control
F - Area	Zone 3, NE Corner	A description of where the asset is located TIP: Usually this is a more specific area within the location
G - Minimum Quantity	5	Number value TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification
H - Additional Part Information	Measurements/year of manufacturer	Enter any additional part details or information or part number
I - Location ID	zpz3YxdBve	This is the 10-character unique ID of the location that this asset is assigned to
J - Category	Vacuum	Categories are used to group parts together and can be used to filter your parts before downloading a report
K - Asset ID	P4p0cSNLrF,UfpQATDNJS	This is the 10-character unique ID of the asset that this part is assigned to TIP: You can include multiple asset IDs by using a comma with no spaces
L - Assigned User ID	NOpyNXZ48d	This is the 10-character unique ID of the user that will be assigned to this part Leave this field blank if not applicable
M - Assigned Team ID	zpz3YxdBve	This is the 10-character unique ID of the team that will be assigned to this part Leave this field blank if not applicable
N - Assigned Vendor ID	b3LHynsOmJ	This is the 10-character unique ID of the vendor that will be assigned to this part Leave this field blank if not applicable
O - Assigned Customer ID	o2XpF3Q25W	This is the 10-character unique ID of the customer that will be assigned to this part Leave this field blank if not applicable

For any questions or concerns please reach out to technical support via chat or email [email protected]