If you've got historical Service Request, Preventive Maintenance, or Equipment data that you want to add to VTS Activate, use our data import tool. We'll explore how to upload your data and what data you'll need to prepare to complete our templates. If you only have a few records to add, you can always manually add them to the work orders module.
Using the data importer
VTS Activate helps you manually add Work Order and Preventive Maintenance records directly in the platform. If you've got a lot of information to bring in from your current CMMS, though, you can upload the data via CSV.
To import data from your current software into VTS Activate, go to Data Import in your Property Settings.
The following Work Order data can be imported into VTS Activate:
- Service requests
- Equipments
- Preventive maintenance schedules
- Preventive maintenance tasks
- Equipment mapping
- Team assignment mappings
| 💡 Service Request Settings (Categories, Locations, etc.) and Equipment Settings should be configured in VTS Activate before you upload the CSV files. |
When you're ready to import Work Order data, click the Download sample file button. Once the CSV template is downloaded on your computer, you can open it up to start adding data from your current software to upload into VTS Activate. To make sure you have a successful import, reference the definitions in the next section to see what matches up.
Once you've added the data to the CSV template, simply return to the Data Import section and upload your CSV to the appropriate section.
The Sample CSVs
When you fill out the template, you'll probably recognize a lot of fields that match other CMMS data. To make sure you have the right data mapped, use these definitions when you fill out your templates to make sure everything looks correct.
Fields that are optional don't need to be provided, but if they're entered in the incorrect format, the importer will log a warning and leave those values empty.
Here are a couple notes to remember before you get started:
- Dates should be time stamps in this format: 2024-05-07T14:00:18.725Z
- User emails need to be active users already stored in VTS Activate
Service Requests
This file uploads historic and open Service Request data in your current software.
| Data Input | Definition | Details |
| service_request_id | This is the third-party identifier | |
| company | Must be the Tenant Channel ID | |
| description | Input a description up to 2000 characters | |
| category | Must be a valid configured Category within the Channel | |
| issue | Input the Issue | |
| location | Input the Location | |
| floor | Input the Floor | |
| suite | Input the Suite | Optional |
| created_by | Must be a user email address | |
| updated_by | Must be a user email address | |
| status | Must be one of the following: Created, Accepted, In Progress, Complete, Declined, Canceled, On Hold | [Active / Inactive] |
| assignee | Must be a user email address | |
| notes | Input for notes | Optional |
| submit_on_behalf_of | Must be a user email address | Optional |
| created_at | Timestamp [2024-05-07T14:00:18.725Z] | This defaults to the current date and time if left blank or in the incorrect format. |
| updated_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| is_billable | boolean [true, false] | Optional |
Equipment
This file uploads Equipment data that are in your current software into VTS Activate.
| Data Input | Definition | Details |
| equipment_id | Input the Equipment ID that is in your current system (This must match the Equipment ID that is inputted in the Equipment Mapping template) | |
| name | Input the Equipment's name | |
| created_by | Must be a user email address | |
| updated_by | Must be a user email address | |
| category | Must be a valid configured Category within the Channel | |
| status | Must be one of the following: Activate or Inactive | |
| warranty_expiration_date | Timestamp [2024-05-07T14:00:18.725Z] | |
| install_date | Timestamp [2024-05-07T14:00:18.725Z] | |
| make | Optionally, input the Make of the Equipment | Optional |
| model | The Model of the Equipment | Optional |
| serial | The serial number of the Equipment | Optional |
| notes | Any notes up to 2000 characters | Optional |
| location | The Location of the Equipment | Optional |
| asset | The asset where the equipment is | Optional |
| floor | The Floor the Equipment is located on | Optional |
| suite | The Suite the Equipment is in | Optional |
| created_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| updated_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
Preventive Maintenance Schedules
This file uploads Preventive Maintenance Schedule data that are in your current software into VTS Activate.
| Data Input | Definition | Details |
| schedule_id | Input the Schedule ID that is in your current system | |
| title | Input a Title | |
| repeats | Must be one of the following: daily, weekly, bi-weekly, monthly, bi-monthly, quarterly, annually | This field is case-sensitive—it should always be lowercase. |
| created_by | Must be a user email address | |
| days_ahead | Enter how many days ahead of schedule to generate a Task | Must be 1 or greater. |
| next_due_date | Enter the first due date (this is also what the repeats column will go off of to set the cadence) > Timestamp [2024-05-07T14:00:18.725Z] | |
| until_date | Enter the date to end the schedule > Timestamp [2024-05-07T14:00:18.725Z] | |
| time_to_complete | Must be in hours | |
| assignee | Must be an email address | Optional |
| notes | Any notes up to 2000 characters | Optional |
| steps | Steps up to 2000 characters | Optional |
| meter_reading | Previous meter readings | Optional |
| location | Maintenance location | Optional |
| created_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| updated_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| updated_by | Must be an Activate user email |
Preventive Maintenance Tasks
This file uploads Preventive Maintenance Task data that are in your current software into VTS Activate.
| Data Input | Definition | Details |
| task_id | Input the Task ID that is in your current system | |
| schedule_id | Enter the identifier of the schedule the Task was created from | Optional |
| repeats | Must be one of the following: daily, weekly, bi-weekly, monthly, bi-monthly, quarterly, annually | This field is case-sensitive—make sure everything is lowercase. |
| created_by | Must be an email address | |
| location | Input the Location | Optional |
| status | Must be one of the following: Created, In Progress, On Hold, Withdrawn, or Completed | |
| due_date | Timestamp [2024-05-07T14:00:18.725Z] | |
| estimated_time_to_complete | Enter the amount of hours to complete the Task | |
| notes | Optionally, input any Notes up to 2000 characters | Optional |
| steps | Optionally, input steps up to 2000 characters | Optional |
| meter_reading | Optionally, input meter readings | Optional |
| assignee | Must be a user email address | Optional |
| schedule_notes | Optionally, input any schedule notes up to 2000 characters | Optional |
| created_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| updated_at | Timestamp [2024-05-07T14:00:18.725Z] | Optional |
| updated_by | Must be an activate user email address | Optional |
Equipment Mapping
This file associates a Task, Schedule or Service Request to a piece of Equipment. A single Task, Schedule or Service Request can be assigned to zero or more pieces of Equipment.
| Data Input | Definition |
| source_entity_type | Enter one of the following: task, schedule, or service_request |
| source_entity_id | Enter the value from one of the following: Task ID, Schedule ID, or Service Request ID |
| equipment_id | Must enter the Equipment ID (This must match the Equipment ID that is inputted in the Equipment template) |
Assignee Groups
This file associates a Task, Schedule or Service Request to an Activate Team. A single Task, Schedule or Service Request can be assigned to zero or more Teams.
| Data Input | Definition |
| entity_type | Enter one of the following: task, schedule, or service_request |
| entity_id | Enter the value from one of the following: Task ID, Schedule ID, or Service Request ID |
| assignee_group_id | Must be an Activate Team ID |
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