How to Import Checklist and Checklist Tasks

Check Lists allow you to quickly reuse specific Task Items in work orders. Most commonly, these are used for inspections where you have a list of subtasks or checklist items that you’d like to include as part of a work order.

You can import your checklists in bulk. Once you have set up your checklists in UpKeep, you might have a lot of tasks that you need to create. If so, you can quickly add these tasks into your checklists by importing them as well!

With UpKeep, you will be able to:

  • Import new checklists and tasks at the same time
  • Import new tasks to existing checklists

This article explains how to first create checklists by importing them. Then how to import the tasks to your checklists!

[tip] Check out our video tutorial on importing checklists and checklist tasks into UpKeep! [/tip]


How to Import Checklists

NOTE: If you are creating a new checklist with multiple tasks, be sure to have the exact same Checklist name (Column B). Check the guide below for additional notes!

  1. Download the sample template for Importing Checklists (and Checklist tasks)
  2. Open the CSV in Excel or Google Sheets
    1. Do not add, change, or remove any of the Column Headers in Row 1
    2. Start adding your data/information in Row 2 (you can overwrite/remove the sample data!)
  3. Once your data is filled out, save your CSV!
  4. Upload the CSV!

[tip] The maximum amount of rows you can import at one time is 200. [/tip]

Here’s a quick GIF on where to find the right place to download the sample template and upload the CSV:

Screen Recording 2020-08-28 at 09.22.09 AM.gif


How to Import Tasks

The sample template for Checklist tasks is the same template that is used for Checklists. The instructions are the same, which you can refer to below:

[tip] If you are adding tasks to existing checklists, you will need the Checklist ID. [/tip]

  1. Download the sample template for Importing Checklist Tasks
  2. Open the CSV in Excel or Google Sheets
    • Do not add, change, or remove any Column Headers in Row 1
    • Start adding your data/information in Row 2
  3. Once your data is filled out, save your CSV!
  4. Upload the CSV!

If you have included the Checklist ID, you can leave Columns B-E blank! UpKeep will auto-assign the rest of the details so you only need to complete fields for the checklist tasks.

[tip] The maximum amount of rows you can import at one time is 200. [/tip]


Guide

[tip] 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]

Column Header Example Entry Acceptable Values/Notes
A – Checklist Id P4p0cSNLrF This is the 10-character unique ID of the checklist to which the form item is to be added.

  • NOTE: This is only needed if you are importing new tasks to an existing (already created) checklist
B – Checklist Name Inspection Checklist Title of your Checklist

  • NOTE: If importing a new checklist and all its tasks, make sure the checklist name is exactly the same. The import is case-sensitive.
C – Checklist Description Annual Inspection Checklist for all fleet vehicles Description of what this checklist is for or includes
D – Checklist Category Inspection Add the main category for the checklist to sort by
E – Checklist Sub-Category Fleet Sub-categorize your checklist
F – Task Name What is the Condition of the Engine? Task name or task title
G – Task Type MULTIPLE_CHOICE
  • TASK
  • TEXT
  • NUMBER
  • CHECKLIST
    • NOTE: This is also known as Inspection Check task (Pass/Fail/Flag)
  • MULTIPLE_CHOICE
  • METER
H – Multiple Choice Options good|fair|bad If you select Multiple Choice for your form type, enter each option separated by |

  • If you did NOT select Multiple Choice for your form type, leave this field blank
  • TIP: the | symbol can be found on your keyboard as the same key as the symbol
I – User ID CVtAO9gCDT This is the 10-character unique ID of the user you are assigning to this task
J – Asset ID NOpyNXZ48d This is the 10-character unique ID of the asset you are assigning to this task
K – Meter ID If the task type is METER, then this is the 10-character unique ID of the Meter you are assigning to task

  • If the task type is METER, this is a required field
  • If the task type is not METER, leave this field blank