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How to Import Work Order History

If your team already has preventative maintenance or a work order history you can import that information in to UpKeep. Download our Sample Template and fill in all of the information.


  1. Download “Work Order Data Import” Sheet
  2. Open CSV in Excel/Google Sheets
    • Do not add or remove any headers in row 1)
    • Add in your data starting with row 2)
    • Each row will be an individual Work Order
  3. Below are instructions for filling out each column:
  4. Save as a new CSV
  5. Import in to UpKeep
Column Notes
A – Work Order Title Enter in the title of the Work Order

  • Ex: Monthly PM – HVAC
B – Work Order Description Enter in a description of the Work Order

  • Ex: Perform monthly maintenance activities for HVAC unit
C – Priority Enter in a priority for this PM

  • 0 = no priority
  • 1= low priority
  • 2 = medium priority
  • 3 = high priority
D – Asset ID Locate the Asset ID via the URL Address. This is the last ten characters after the forward slash. Please see the example below:​
E – Location ID Locate the Location ID via the URL Address. This is the last ten characters after the forward slash. Please see the example below:

F – Category Enter in a category for this PM. Categories will allow you to easily find a “group” of PMs in the future and generate accurate reports

  • Ex: Preventative or Preventative – Electrical
G – Main Worker ID Select the main person responsible for this Work Order.

Locate the Main Worker ID via the URL Address.  Select the user in the People & Teams section. This is the last ten characters after the forward slash. Please see the example below

(This person will receive the credit for this PM on your reports)

 

H – Team Assigned ID Enter in the ID of the team responsible for this Work Order exactly as it shows under your “People & Teams” tab in your account

Locate the Team Assigned ID via the URL Address. This is the last ten characters after the forward slash. Please see the example below

  • Leave blank if no Teams required

 

I – Due Date Enter in your desired due date for the first PM in this series

  • Ex: 03/01/18 11:00:00 AM
J – Estimated Duration (hours) Enter in the number of hours you’d like to block off on the Scheduler for this activity, based on how long you anticipate this activity will take to complete

  • Ex: 3
K – Time (Number) Enter in the amount of time to complete the Work Order

  • Example: 30
L – Cost Enter in the total cost of the Work Order

  • Example: 450
M – Created By ID Locate the Created by ID via the URL Address. Select the User in the People & Teams Section This is the last ten characters after the forward slash. Please see the example below

Leave blank – this field will automatically update with the Admin’s name

N – Archived Leave this field as “N”, if you wish to archive enter “Y”
O – Status Enter in the Status of the Work Order
P – Work Order # Enter the Work Order Number

  • Example: 24601
Q – Requires Signature Leave as “Y” if you want to require a signature at the completion of this PM

Leave as “N” if you do not want to require a signature

R – Requested by ID Locate the Request by ID via the URL Address. Select the User in the People & Teams Section This is the last ten characters after the forward slash. Please see the example below

Leave blank – this field will automatically update with the Admin’s name

S – Requested By Email Address Enter in the email address of the user who submitted the request
T – Assigned Additional Worker ID Enter the Assigned Additional Worker ID via the URL Address. Select the User in the People & Teams Section This is the last ten characters after the forward slash. Please see the example below

 

  • Leave blank if no additional workers required
U – End Due Date Enter in an end due date for this PM series

  • Ex: 10/29/19 11:00:00 AM
  • Leave blank if no end due rate desired
V – Set repeating schedule Set the frequency of how often this PM will occur. Below are the available options:

  • DAILY
  • EVERY WEEK
  • EVERY TWO WEEKS
  • EVERY MONTH
  • EVERY 2 MONTHS
  • EVERY 3 MONTHS
  • EVERY 6 MONTHS
  • EVERY YEAR

Or you can pass custom schedule values as per this pattern:

  • EVERY X DAYS
  • EVERY X MONTHS
  • EVERY X YEARS
W – Part ID Locate the Asset ID via the URL Address. This is the last ten characters after the forward slash. Please see the example below:​

  • Leave blank if no Part required
X – Quantity Enter in the Part quantity

  • Ex: 2
  • Leave blank if no Part required
Y – File ID Enter in the ID of the File exactly as it appears under the “Files” tab in your account

  • Leave blank if no Files required
Z – Form Template ID Enter in the ID of the Form Template as it appears on your Form Templates section.

  • Leave blank if no Form Template IDs required
AA – Reschedule Based On Completion Enter in “Y” if you want the next PM to be scheduled based on the previous PM’s completion date

Leave blank if you want the PM to be regularly occurring