Import task groups

Instead of creating task groups individually, you can import multiple task groups at a time if you already have existing data. 

You can do this in two ways:

• Using a spreadsheet
• Entering data manually

Use a spreadsheet to import task groups

This is the recommended method if you have a large number of task groups to import. You can use either a .CSV or .TSV file.

This procedure includes two major steps:

1. Create the spreadsheet
2. Upload the spreadsheet and review

Create the spreadsheet

A premade import template is available to download here. Each row in the spreadsheet represents an individual task. Tasks belonging to the same task group must share the same task group name. 

To create your own task groups spreadsheet:

1. In a program like Microsoft Excel or Google Sheets, create a new file.

2. Enter the following headers as the top row of your spreadsheet:

   Header	Description	Required	Optional
   Task group name	The name of the task group	✔
   Task description	The description of the included task	✔
   Task type	The type of the included task (general, text, meter reading, or inspection)	✔
   Suggested time	Suggested completion time for the included task in hours		✔
   SM/PM code linked	The codes of any SMs you want to associate with the task group (e.g. SM01)		✔
   Asset category link	Any asset categories you want to associate with the task group.  Note: Associating a maintenance type to an asset category adds the task group to all WOs and SMs with assets of that category.		✔
   Maintenance type	Any maintenance types you want to associate with the task group. Note: Associating a maintenance type to a task group adds the task group to all WOs and SMs with the selected maintenance type.		✔
   Meter reading unit	For a meter reading task. The unit used for the included task.	Only if task type is meter reading
   Create WO on pass (Y/N)	For an inspection task. Specifies whether a work order will be created if the inspection is a pass.  Requires "true" or "false" as values.	Only if task type is inspection
   Notify on pass (Y/N)	For an inspection task. Specifies whether a notification will be sent out if the inspection is a pass.  Requires "true" or "false" as values.	Only if task type is inspection
   Work order status - Pass	For an inspection task. The status of the generated work order if the inspection is a pass.	Only if task type is inspection and Create WO On Pass = true
   WO priority - Pass	For an inspection task. The priority of the generated work order if the inspection is a pass.	Only if task type is inspection and Create WO On Pass = true
   WO maintenance type - pass	For an inspection task. The maintenance type of the generated work order if the inspection is a pass.		✔
   Create WO on fail (Y/N)	For an inspection task. Specifies whether a work order will be created if the inspection is a fail.  Requires "true" or "false" or "Y" or "N" as values.	Only if task type is inspection
   Notify on fail (Y/N)	For an inspection task. Specifies whether a notification will be sent out if the inspection is a fail.  Requires "true" or "false" or "Y" or "N" as values.	Only if task type is inspection
   Work order status - fail	For an inspection task. The status of the generated work order if the inspection is a fail.	Only if task type is inspection and Create WO On Pass = false
   WO priority - Fail	For an inspection task. The priority of the generated work order if the inspection is a fail.	Only if task type is inspection and Create WO On Pass = false
   WO maintenance type - fail	For an inspection task. The maintenance type of the generated work order if the inspection is a fail.		✔
   Notify on NA (Y/N)	For an inspection task. Specifies whether a notification will be sent out if the inspection result is N/A.  Requires "true" or "false" or "Y" or "N" as values.	Only if task type is inspection and the N/A inspection result is enabled
   Work order status - NA	For an inspection task. The status of the generated work order if the inspection result is N/A.	Only if task type is inspection, the N/A inspection result is enabled, and Create WO On NA = false
   WO priority - NA	For an inspection task. The priority of the generated work order if the inspection result is N/A.	Only if task type is inspection, the N/A inspection result is enabled, and Create WO On NA = false
   WO maintenance type - NA	For an inspection task. The maintenance type of the generated work order if the inspection result is N/A.		✔

3. Enter your data in the sheet under the appropriate headers. 

   Note

   • To list multiple items in one cell, use || as a separator. For example, if you want to associate a task group with both SM01 and SM02 as associated scheduled maintenance records, enter SM01 || SM02.
   • Each task in a task group requires a new row. 
4. Save the file as a .CSV or .TSV file.

Upload the spreadsheet and review

Now that your spreadsheet has been populated, you can upload it to the CMMS.

To do this:

1. In Maintenance > Task Groups, click Import.
2. In the window that displays, click Upload file:
   
3. Select your spreadsheet from your device and click Open.
4. Review the mapping for your file. 
   The app automatically maps your values to the closest field in the system. Change the mapping by clicking the down arrow for a destination field and select the field or value you'd like to use instead:
   
5. Click Continue.
6. In the manual import editor, make any necessary changes and review before submitting. The app will indicate any issues with your data:
   
7. When you're done, click Submit. 

Enter task group data manually to import task groups

This method is recommended if you have a smaller number of task groups to import.

To do this:

1. In Maintenance > Task Groups, click Import.
2. In the window that displays, click Enter data manually:
   

3. Enter your data in the appropriate cells. 
    

   Note

   Each row represents a task group and its included task. Mandatory fields are marked with an asterisk. 

4. When you're done, click Submit.