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How to Import Assets

This article explains how your team admin can upload assets into UpKeep. You can add assets one at a time, but this will allow you to save a lot of time and import them all at once! You can even bulk update your assets as well.

Here is a video tutorial on importing assets. You can also find this at 15:23 of our general Data Importing Webinar.

We have two levels on the Asset hierarchy. This includes our Parent Asset and our Child-Asset. Child assets are components of the Parent asset where you may be completing work on or maintaining as well. Your assets may qualify as a child asset if your parent asset does not function without that asset.

Make sure you import your Parent Assets first so you can assign your Child-Asset to the Parent Asset.

Business Plus users are able to add Columns K-P on their CSV for their Depreciation and Warranty Information.

Parent Assets

First, let’s add in your Parent Assets. These are the main pieces of equipment or machinery. An example would be an HVAC unit or a truck. 

The maximum amount of Assets on an individual CSV is 1000, but there is no limit to the total amount of assets you can have.
  1. Download the sample CSV Asset Data Import Sheet.csv
  2. Open the CSV in Excel or Google Sheets. 
    • Do not remove or change any headers in Row 1
    • Add in your data beginning with Row 2
    • Do not add anything to the “Parent Asset ID” column – this will be used when importing child assets. 
    • To assign this Asset to a Location, fill in the Location ID in the “Location ID” column
    • See next section to add custom fields.*
  3. Save as a new CSV file
  4. Upload new CSV under the Assets tab > Import > Upload CSV 

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

Asset Name Description Model Serial Number Area Additional Information Location ID Parent Asset ID User Assigned ID Category
CAR – 1 – Prod – Thermolator – Delta T 4 OAD: 60\”L x 38\”W x 70\”H 230-HT-1223 12348XWE Q4 TTP0gJh48D Leave blank Molding machine
Adding in your Assets? Here is a video tutorial on importing assets. You can also find this at 15:23 of our general Data Importing Webinar.

*Need to add a custom field?

  1. You can add custom additional properties to your locations beginning in Column R.
  2. Title a new column CUSTOM|(new field name/additional property).
    1. For example: CUSTOM|GPS #
  3. Add in your custom values in the rows below.

Child Assets

Next, let’s add in your Child Assets. These are components of the Parent asset where you may be completing work on or maintaining as well. Your assets may qualify as a child asset if your parent asset does not function without that child. An example would be a compressor that goes with the HVAC unit or the engine in a truck. 

  1. Download another copy of sample CSV Asset Data Import Sheet.csv
  2. Open the CSV in Excel or Google Sheets. 
    • Do not remove or change any headers in Row 1
    • Add in your data beginning with Row 2
    • This time, in the “Parent Asset ID” column, fill in the name of the corresponding Parent Asset ID. To find the Parent Asset ID:
      • Navigate to Assets.
      • Select the desired Asset.
      • Locate Asset ID via the URL Address. This is the last ten characters after the forward-slash. Please see the example below:
    • See the section above to add custom fields.*
  3. Save as a new CSV file
  4. Upload new CSV under the Assets tab > Import > Upload CSV
Asset Name Description Model Serial Number Area Additional Information Location ID Parent Asset ID User Assigned ID Category
CAR – 1 – Prod – Hopper – Lakso 4 48KOL ETN45D3 Q4 TTP0gJh48D Z5bPwzxGA6 Hopper

Guide

Column Notes
A- Asset Name Enter in the Asset name

  • Note: We recommend that you keep your Asset names unique
  • Ex: Building 1 – HVAC #1
B – Description Enter in the Asset’s description

  • Ex: Specs, details
C – Model Enter in the Asset’s model information
D – Serial Number Enter in the Asset’s serial number or barcode

  • Note: This data will be used to generate your Assets’ QR Codes
E – Area Enter in a text description as to where the Asset lives

  • Ex: Zone 3, NE corner
F – Additional Information Enter in any additional Asset information
G – 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:

H – Parent 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:​
I – User Assigned ID   Select the user in the People & Teams section. This is the last ten characters after the forward slash. Please see the example below

J – Category Enter in a category for this Asset. Categories help “bucket” your Assets into groups and can be used as a filter option in the future

  • Ex: HVAC
K – Purchase Date (Available on Business Plus) Enter in the Asset’s purchase date (mm/dd/yyyy)

  • Ex: 11/25/21
L – Service Date (Available on Business Plus) Enter in the Asset’s service date (mm/dd/yyyy)

  • Ex: 11/28/21
M – Purchase Price (Available on Business Plus) Enter in the Asset’s purchase price

  • Ex: 20000
N – Warranty Expiration Date (Available on Business Plus) Enter in the Asset’s warranty expiration date (mm/dd/yyyy)

  • Ex: 11/25/22
O – Residual Price (Available on Business Plus) Enter in the Asset’s residual price

  • Ex: 2000
P – Useful Life (Available on Business Plus) Enter in the Asset’s useful life (in years)

  • Ex: 3 years
Adding in your Assets? Here is a video tutorial on importing assets. You can also find this at 15:23 of our general Data Importing Webinar.