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How to Import Work Orders and Work Order History

If your team already has preventative maintenance or a work order history you can import that information into UpKeep. This can also be used to create or update multiple Work Orders at one time.  Download our Sample Template and fill in all of the information.


Importing New Work Orders

  1. Download “Work Order Data Import” Sheet
  2. Open CSV in Excel/Google Sheets
  3. Do not add or remove any headers in Row 1. 
  4. Add in your data beginning with Row 2.
  5. Each row is an individual Work Order
  6. Below are instructions for filling out each column.
  7. Once filled out, save as a new CSV.
  8. Import into UpKeep. (Please keep in mind that the maximum number of work orders that can be imported at one time is 20,000).
Column Notes
A – Work Order # Enter the Work Order Number

  • Example: 24601
B – Due Date Enter in your desired due date for the first PM in this series

  • Ex: 04/01/20 11:00:00 AM
C – End Due Date Enter in an end due date for this PM series

    • Ex: 10/29/20 11:00:00 AM
  • Leave blank if no end due date desired
D – Work Order Title Enter in the title of the Work Order

  • Ex: Monthly PM – HVAC
E – Work Order Description

 

Enter in a description of the Work Order

  • Ex: Perform monthly maintenance activities for the HVAC unit.
F – Cost Enter the total cost of the Work Order

  • Example: 450
G – Time (Number) Enter in the amount of time to complete the Work Order (in hours)

  • Example: 30
H – Status Enter in the Status of the Work Order: 

  • Open
  • On Hold
  • In Progress
  • Complete
I – 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
J – Reschedule Based On Completion Enter in “Yes” 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.

K – 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
L – Asset ID Enter the Asset being worked on in this Work Order. You can find this by clicking the part in the “Assets” tab. The Asset ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

M – Location ID Enter the Location of the work in this Work Order. You can find this by clicking the part in the “Location” tab. The Location ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

N – Requires Signature Leave as “Yes” if you want to require a signature at the completion of this PM

Leave as “No” if you do not want to require a signature

O – Assigned By ID Select the person assigning the work in this Work Order. You can find this by clicking the user in the “People & Teams” tab. The Assigned By ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

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

P – Assigned To ID Select the main person responsible for this Work Order. You can find this by selecting the user in the “People & Teams” tab. The Main Worker ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

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

Q – Team Assigned ID Select the team responsible for this Work Order. You can find this by clicking the team in the “People & Teams” tab. The Team Assigned ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

  • Leave blank if no Teams required
R – 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
S – Priority Enter a priority for this WO:

  • Blank = No Priority
  • LOW = Low Priority
  • MEDIUM = Medium Priority
  • HIGH = High Priority
T – Archived Status Leave this field as “NO”. If you wish to archive, enter “YES”.
U – Checklist ID Enter the ten character ID of the Checklist as it appears on your Checklist section.

  • Leave blank if no Checklist IDs required
V – Additional Worker ID Enter the additional worker responsible for this Work Order. You can find this by clicking the user in the “People & Teams” tab. The Additional Worker ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

  • Leave blank if no additional workers required
W – Requested by ID Enter the person responsible for requesting this Work Order. You can find this by clicking the user in the “People & Teams” tab. The Requester ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

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

X – Requested By Email Address Enter the email address of the user who submitted the request.
Y – Part ID Enter the part used in this Work Order. You can find this by clicking the part in the “Parts/Inventory” tab. The Part ID is the last ten characters after the forward-slash in the URL Address. Please see the example below:

  • Leave blank if no Part required
Z – Part Quantities  Enter the number of parts used:

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

  • Leave blank if no Files required

Want to learn more? Here is a video tutorial just on importing your work orders. You can also find this at 22:04 of our general Data Importing Webinar.


Updating Work Orders

Did you need to update multiple work orders at the same time? Use the same method! Here are some quick instructions:

  1. Filter your work orders that need updating and export them onto a CSV.
  2. You’ll want to export the columns Work Order Title and Priority as well as whichever ones you need to update!
  3. Open the exported Work Order CSV.
  4. Leave Column A (IDs).
  5. Make your changes in the columns that need correcting.
  6. Once all the changes have been made, save your CSV and import it as usual!
At this time, you can only update regular or reactive work orders by importing. You won’t be able to update repeating work orders by importing.