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Bulk Importing Planned Maintenance Tasks/Instruction Sets

The Planned Maintenance Import Template can be used to mass import planned maintenance tasks and instruction sets into your FMX site.

 
*The ability to bulk import data is set up at the user type level by each module.
 
1. Navigate to Bulk Imports tab on the left-hand side of your page:

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2. Click on the Import button at the top right of the page:

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3. Select Planned Maintenance Request Import:

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 4. Populate the template with the required information; these are all columns that contain an asterisk (*) 

Instruction Sets Sheet (this sheet is optional) - Instruction sets are detailed step-by-step checklists that you can associate with planned maintenance tasks. Follow the steps below to create an instruction set: 

  • Name* - this will be the name for the step-by-step checklist (e.g., HVAC Monthly PM, Check Belt Tension).
  • Description (optional) - this is where you can describe what the instruction set will be used for. 
  • Steps* - this is where you list all of the steps in the checklist. Type one step then press Atl+ Enter to enter the next step. Numbering is not required.

Tasks Sheet - Tasks are recurring planned maintenance events in FMX. Follow the steps below to create tasks. 

  • Instruction Set (optional) – this name must match what is entered in the "Instruction Sets" sheet or what already exists on your FMX site. If no instruction set is required for the task then leave this cell blank. 
  • Name* - this will be the name of the task (e.g., AHU #1 Quarterly PM, Check Belt Tension – Monthly).
  • Building* - this is the building where the task will take place. Building names must match what already exists on your FMX site.
  • Equipment (optional) - leave blank if the task is not associated with equipment. If you want to associate the task with equipment, this is where you would add the Equipment Tag (e.g., AHU # 1, Exhaust Fan 12, Fire Extinguisher). Equipment names must match what already exists on your FMX site.
  • Due Date* - this is the first time the task will occur (format should be mm/dd/yy).
  • Repeat* - this is the frequency of the task occurrence (Daily, Weekly, Monthly, Yearly).
    • If you select Daily, follow the next step:
      • Every X days - enter how many days it should occur (e.g., enter a 1 for every day, enter a 5 for every 5 days).
    • If you select Weekly, follow the next steps: 
      • Weekly Sun-Sat – enter a 1 in all days that it should occur.
      • Every X weeks - enter how many weeks you want this to occur (e.g., put a 1 for every week, put a 4 for one week out of the month). 
    • If you select Monthly, follow the next steps: 
      • Mode - select which of the following monthly repeating methods you would like to use from the drop down list provided in the cell:
        • Day of the month: The task will repeat on the same date (e.g., the 20th of every month).
        • Day of the week: The task will repeat on the same day of the week (e.g., the first Monday of every month).
        • Weekday of the Month: The task will repeat on the same date unless it falls on a weekend in which case it is rescheduled to the nearest weekday.
        • Weekend Day of the Month: The task will repeat on the same date unless it falls on a weekday in which case it is rescheduled to the nearest weekend day.
      • Every X months - enter how many months you want this task to occur (e.g., put a 1 for every month, put a 3 for every 3 months).
    • If you select Yearly, follow the next steps: 
      • Every X years - enter how often you would like it to occur (e.g., 1 for every year, 4 for every 4 years).
    • Variable (optional) - enter 'Y' or '1' if this task is variable. This means that the task will populate on the calendar based on the last time the task was executed instead of based on the initial due date assigned for the task. 
    • Assigned users (optional) - enter the email address of the person you wish to assign to this task. If you would like to assign multiple users then press Ctrl + Enter to move to the next line. User names must match what already exists on your FMX site.
    • Outsourced - enter a 1 if the task is outsourced and enter a 0 if the task is internal. 

 

5. Once you have completed filling out the import template, save the document to your computer.

6. Navigate back to the import page of your FMX site.

7. Title the name of your import in the Title section.

8. Click on the paperclip icon in the Template section to upload your import template. This will bring you to your saved documents where you find and attach your template.

TITLE_TEMPLATE.png

9. Scroll to the bottom of the page and hit Save.

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10. If you receive any errors, correct your import template so the information matches exactly to the data in your site (If a building is in your site as "High School" and you populated this field in your import template with "HS", you will need to correct this field to say "High School" so it matches the building name exactly to what is in your site). Click here to read more about bulk import errors and how to fix them. 

11. Once you have corrected the errors on your template and hit save, repeat steps 7-9.

12. When your import has been completed, a green message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (# of records) records".

 

For more on Bulk Import Templates, click the links below!

 

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