Maintenance requests, commonly called work orders, are authorizations of maintenance, repair, or operations work to be completed.
The maintenance request bulk import template is broken out into multiple sheets in order to record both open and completed (historical) data. The sheets are as follows:
Requests: This is the "main" sheet and will need to be filled out for both open and historical work orders. The data on this sheet will need to be referenced on the subsequent sheets.
Responses: This sheet captures the communications and ongoing labor recorded on each work order.
Resolutions: This sheet captures the completion information of a work order. Use this sheet only if you're importing completed work orders.
Reopenings: This sheet captures completed work orders that have been reopened.
To bulk import maintenance requests into your FMX site, follow the steps below:
*The ability to bulk import data is configured at the user type level by each module. This must be set up by a site administrator.
1. Navigate to Bulk Imports tab on the left-hand side of your page:
2. Click on the Import button at the top right of the page:
3. Select Maintenance Request Import:
Requests
4.1. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.
Name*: This is the title of the maintenance request or work order. If you're importing historical data from another system, you may want to include the ID number for tracking purposes.
*FMX will create a unique ID for each maintenance request when imported.
Examples: Roof leak, Replace water spigot, New carpet installation, Repair heating system, etc.
Building*: This is the building where the work order needs to be completed.
Name*: Roof leak
Building*: Elementary School
*Maintenance requests cannot be imported unless the building exists in FMX.
Request Type*: This refers to the category of maintenance request.
Name*: Roof leak
Building*: Elementary School
Request Type*: Repair
*Maintenance requests cannot be imported unless the request type exists in FMX.
On behalf of: If another user requested the work order but didn't directly enter the request in FMX, type their name in here.
Location*: This refers to the specific area in the building where the work order needs to be completed.
Name*: Roof leak
Building*: Elementary School
Request Type*: Repair
Location: Classroom 130
Equipment items: List any fixed assets that are associated with the work order, breaking them out by separate lines using the Alt+Enter shortcut.
Due date*: the date when the work order is expected to be completed
Description: detailed notes about the particular issue
Custom Fields: Custom fields are always an option if you need to add any other required/non-required details to your work orders. Custom fields must be added by a site administrator.
Created Date* and Time*: the date and time when the work order was submitted
User*: the user who submitted the work order
Followers: Followers can track and view the details of the request through email notifications. Type in their names here.
Assigned Date and Time: the date and time when the work order was assigned to user
Assigned users: the name(s) of the user(s) assigned to the work order
Outsourced: If the work order need to be completed by an outside vendor, you can mark "Y" for yes or leave blank.
*If you're not importing completed (historical) data, proceed to step 5; otherwise continue reading the next section.
Responses
4.2. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.
Request*: This refers to the name of the maintenance request listed on the Requests sheet.
Date* and Time*: the date and time when the response was submitted on the work order
User*: the user who submitted the response
Followers: Followers can track and view the details of the request through email notifications. Type in their names here.
Response*: a comment or detailed description of the work performed on the maintenance request
Private: If your organization has private comments enabled, marking this column with a "Y" for yes, will create a private comment; otherwise, leave this field blank.
Custom Fields: Custom fields are always an option if you need to add any other required/non-required details to your work orders. Custom fields must be added by a site administrator.
Work Hours - Users: the names of the users who logged labor hours on the response
Work Hours - Hours: the amount of labor hours each user logged on the response
Inventory used - Names: the names of the inventory items used on the response
Inventory used - Quantities: the quantity of the inventory items used on the response
Resolutions
4.3. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.
Request*: This refers to the name of the maintenance request listed on the Requests sheet.
Date* and Time*: the date and time when the work order was completed
User*: the user who resolved the work order
Cost: any miscellaneous cost needed to resolve the work order
Resolution*: a comment or detailed description of the work performed on the maintenance request upon completion
Custom Fields: Custom fields are always an option if you need to add any other required/non-required details to your work orders. Custom fields must be added by a site administrator.
Work Hours - Users: the names of the users who logged labor hours on the resolution
Work Hours - Hours: the amount of labor hours each user logged on the resolution
Inventory used - Names: the names of the inventory items used on the resolution
Inventory used - Quantities: the quantity of the inventory items used on the resolution
Equipment items - the name or names of the fixed assets used in the work order resolution
Reopenings
4.4. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.
Request*: This refers to the name of the maintenance request listed on the Requests sheet.
Date* and Time*: the date and time when the work order was reopened
User*: the user who reopened the work order
Reason*: a comment explaining the reason for reopening the work order
5. Once you have completed filling out the import template, save the document to your device.
6. Navigate back to the Bulk Import page in FMX.
7. Title the name of your import in the Title section.
8. Next, click on the paperclip icon in the Template section to upload your completed import file
9. Once your bulk import is titled and the file is uploaded, hit the Save button to complete your import.
10. If there are any errors on the import, such as typos or mismatched records, FMX will steer you in the right direction by pinpointing the column, row, and cell of the error.
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 re-saved the file, repeat steps 7-8.
12. When your import has been completed, a green banner message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (x of records) records".