Import scheduled maintenance

Instead of creating scheduled maintenance records individually, you can import multiple 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 scheduled maintenance

This is the recommended method if you have a large number of scheduled maintenance 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

To create your own spreadsheet for import:

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
   SM Code	A unique identifier for the SM. If left blank, one will be automatically generated.
   SM Description	A summary of the SM
   Asset Code	The code of the asset associated with the SM (if adding more than one, use || as a separator). Assets must be from the same site to be associated with the same SM record.
   Maintenance Type	The maintenance type of the SM
   Start As Work Order Status	The default status of the SM’s generated work orders
   Priority	The priority of the SM
   Project Name	The project associated with the SM
   Suggested Hours To Complete	The number of hours the generated work order is suggested to take for completion.  Must be a positive integer from 0-23. Can be used together with "Estimated Completion Days" (e.g. 9 hours and 1 day)
   Estimated Completion Days	The number of days the generated work order is suggested to take for completion.  Must be a positive integer. Can be used together with "Estimated Completion Days"  (e.g. 9 hours and 1 day).
   Create Work Order Even If There Are Open Ones	Determines whether the SM creates a new work order even when its previous work orders are still open.  Must be “true” or “false”.
   Account Code	The code of the account associated with the SM
   Charge Department Code	The code of the charge department with the SM
   Task Group	A task group associated with the SM. This task group must already exist in the CMMS.
   Task Group Assigned User	The username of the user assigned to the task group
   SM Task Number	The order of the task described below in the SM's task list
   SM Task Description	The description of a task belonging to the SM. Fill out this field to add a task to the SM.
   Task Assigned User	The user or user group assigned to the task described above
   Task Time Estimated	The estimated time for completion of the task in hours
   Trigger Type	The type (time, meter reading, or event) of a trigger belonging to the SM.  Fill out this field to add a trigger to the imported SM.
   Trigger Schedule Type	For time-based triggers only. The frequency (hourly, daily, weekly, monthly, yearly) of the trigger.
   Trigger Schedule Interval	(Time trigger only) The interval between time trigger firings. Must be a positive integer.
   Trigger Schedule Day of Week	For weekly time-based triggers only. The day of the week that the trigger fires on.
   Trigger Schedule Day of Month	For monthly and yearly time-based triggers only. The day of the month that the trigger fires on.
   Trigger Schedule Month of Year	For yearly time-based triggers only. The month that the trigger fires on.
   Trigger Schedule Start Date	For time-based triggers only. The date the trigger becomes active and is able to fire.
   Trigger Schedule Create on Start	For time-based triggers only. Determines whether a work order is generated on the trigger's start date regardless of whether the trigger fires on that date.  Requires "true" (work order generated on start date) or "false" (no work order generated on start date) as values.
   Trigger Schedule No End Date	For time-based triggers only. Determines whether there is an end date for the trigger, after which it becomes inactive and stops firing.  Requires "no end date" (trigger doesn't end) or "end by" (trigger has end date) as values.
   Trigger Schedule End Date	For time-based triggers with an end date only. The end date for the trigger, after which it becomes inactive and stops firing. Uses the format mmm dd, yyyy (e.g. Feb 03, 2026
   Trigger Time	For time-based triggers only. The time of day the trigger fires. Must be a positive integer from 0-24.
   Trigger Fixed or Floating	(Time or meter reading trigger only, excluding weekly time triggers) Determines whether the trigger dates are fixed or floating. To learn more, see About fixed and floating triggers.  Requires "fixed" or "floating" as values.
   Trigger Meter Type	For meter reading triggers only. The way the meter trigger is set up to fire (every x miles or when more than y miles are recorded). Requires "every" or "when" as values.
   Trigger Meter (Every) Start Measurement	For meter reading triggers (every) only. The initial reading the trigger begins with.
   Trigger Meter (Every) Measurement	For meter reading triggers (every) only. The interval the trigger fires at.
   Trigger Meter (Every) Unit	For meter reading triggers (every) only. The unit for the meter reading.
   Trigger Meter (Every) End Type	For meter reading triggers (every) only.  Determines whether there is an end reading for the trigger, after which it becomes inactive and stops firing.  Requires "no end reading" (no end reading) or "end by" (has end reading) as values.
   Trigger Meter (Every) End Measurement	For meter reading triggers (every) only. The end date for the trigger, after which it becomes inactive and stops firing.
   Trigger Meter (When) Unit	For meter reading triggers (when) only. The unit for the meter reading.
   Trigger Meter (When) Measurement	For meter reading triggers (when) only. The meter reading set as a threshold for the trigger.
   Trigger Meter (When) Comparison	For meter reading triggers (when) only. The operator for the trigger.  Requires "Reading is Less than" or "Reading is Greater than" as a a value.
   Trigger Event Code	For event triggers only. The code for the event that causes the trigger to fire.

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 an SM with two assets, A98 and A99, enter A98||A99.
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 > Scheduled Maintenance, 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 by highlighting cells in red. 
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.