Work Order Imports

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

The work order importer is currently in Beta and is being rolled out gradually to select organizations. For more information, contact your MaintainX representative.

This article provides detailed information about importing work orders into MaintainX from a CSV or Microsoft Excel (XLS, XLSX) file using the built-in importer.

Work Order Fields You Can Import

Column in File	Field in MaintainX	Description
Title (Required)	"What needs to be done?" (default)	The name/title of the work order. It can be up to 255 characters long. MaintainX can't import a work order if this cell is blank.
Status	Status	The current status of the work order. You can enter any of the following statuses: OPEN (or variations: Open, open) IN_PROGRESS (or variations: In Progress, in_progress, IN PROGRESS) ON_HOLD (or variations: On Hold, on_hold, ON HOLD) DONE (or variations: Done, done, Completed) If you enter DONE, you must add a date in the Completion Date field. If you enter a status other than DONE, and also enter a date in the Completion Date field, an error occurs. If you enter a Completion Date, but don't enter a status, the status is set to DONE automatically.
Priority	Priority	The priority level of the work order. You can enter any of the following values: NONE (or variations: None, none) LOW (or variations: Low, low) MEDIUM (or variations: Medium, medium) HIGH (or variations: High, high)
Description	Description	A detailed description of the work order. It can be up to 4096 characters long (approximately 500 to 700 words).
Due Date	Due Date	The date when the work order is due. Use the following date format: YYYY-MM-DD (e.g., 2025-01-30). If you enter a Due Time, this field is required. This date must be later than the Creation Date, if you entered one.
Due Time	(not labeled)	The specific time when the work order is due. Use the following 24-hour time format: HH:MM (e.g., 16:00, 09:30). If you enter a Due Time but not a Due Date, an error occurs.
Estimated Time	Estimated Time	The estimated time to complete the work order in hours. Enter any positive number. For fractions of an hour, use decimal values (e.g., 3.5, 8.0).
Creation date	Time stamp appears in work order history	The date and time when the work order was originally created. Use the following date/time format: YYYY-MM-DD HH:MM:SS (e.g., 2025-01-20 09:00:00). Time values must use 24-hour time. If you don't provide a value, the importer uses the current date/time automatically. This value must be earlier than or equal to the current date/time. The date value must be earlier than the Completion Date, if you entered one. If you enter a Completion Date, but not a Creation Date, the importer sets the Creation Date to the current date/time automatically.
Completion date	Time stamp appears in work order history	The date and time when the work order was completed. Use the following date/time format: YYYY-MM-DD HH:MM:SS (e.g., 2025-01-20 09:00:00). Time values must use 24-hour time. This value must be earlier than or equal to the current date/time. The date value must be later than the Creation Date. If you enter a Completion Date, but not a Creation Date, the importer sets the Creation Date to the current date/time automatically.
Created by	Created By	The name of the person who created the work order. If you enter the exact name of an existing user in this cell, MaintainX adds it to the imported work order. If you enter the name of a user that doesn't exist in your MaintainX organization, MaintainX creates the user and adds it to the imported work order.
Completed by	Completed By	The name of the person who completed the work order. If you enter the exact name of an existing user in this cell, MaintainX adds it to the imported work order. If you enter the name of a user that doesn't exist in your MaintainX organization, MaintainX creates the user and adds it to the imported work order.
Users	Assign to/Assigned to	The users assigned to complete the work order. If you enter the exact name of an existing user in this cell, MaintainX adds it to the imported work order. If you enter the name of a user that doesn't exist in your MaintainX organization, MaintainX creates the user and adds it to the imported work order. To add multiple users, enter their names separated by pipe characters (|) (e.g., John Smith | Sarah Johnson).
Responsible Team	Assign to/Assigned to	The teams assigned to the work order. If you enter the exact name of an existing team in this cell, MaintainX adds it to the imported work order. If you enter the name of a team that doesn't exist in your MaintainX organization, MaintainX creates the team and adds it to the imported work order. To add multiple teams, enter their names separated by pipe characters (|) (e.g., Maintenance Team | IT Team).
Asset Name	Asset	The asset associated with the work order. If you enter the exact name of an existing asset in this cell, MaintainX adds it to the imported work order. If you enter the name of an asset that doesn't exist in your MaintainX organization, MaintainX creates the asset and adds it to the imported work order. You can only enter one asset name in this field.
Location	Location	The location where the work will be performed. If you enter the exact name of an existing location in this cell, MaintainX associates the imported work order with that location. If you enter the name of a location that doesn't exist in your MaintainX organization, MaintainX creates the location when it imports the work order, and associates the work orders with the new location. If you entered an asset in the Asset Name field, the importer uses the location associated with the asset to create the work order.
Categories	Categories	Categories or tags to organize the work order. If you enter the exact name of an existing category in this cell, MaintainX associates the imported work order with that category. If you enter the name of a category that doesn't exist in your MaintainX organization, MaintainX creates the category and adds it to the imported work order. To add multiple categories, enter their names separated by pipe characters (|) (e.g., Electrical | Damages)
Vendors	Vendors	The vendors associated with the asset. If you enter the exact name of an existing vendor in this cell, MaintainX adds it to the imported work order. If you enter the name of a vendor that doesn't exist in your MaintainX organization, MaintainX creates the vendor and adds it to the imported work order. To add multiple vendors, enter their names separated by pipe characters (|) (e.g., Sparks Electromotive | Amalgamated Adhesives and Solvents)
Type	Work Type	The type/classification of the work order. You can enter any of the following values: REACTIVE (or variations: Reactive, reactive) PREVENTIVE (or variations: Preventive, preventive, PM)

Troubleshoot Part Imports

Work Order Import Errors: File Upload

If MaintainX can't import your file, it displays an error message. The following table explains the errors you might encounter, and suggests possible fixes.

Error	Description	Fix
Work orders import has <NUMBER> rows but you can only import 1000 rows or less	The import file has more rows than the importer supports.	Split the import file into two or more smaller files, and import those.
Nothing to Import	None of the rows in the import file are valid. For example, you might have an invalid Type or Status in every row.	Correct the errors and reimport the file. For more information about the format and column names MaintainX expects, see Work Order Fields You Can Import.

Work Order Import Errors: Rows and Cells

MaintainX ignores rows that it can't import, and displays error messages for those rows in the upload summary. You can't fix import errors from the upload summary screen. Instead, you can do one of the following:

• Fix the errors in the import file, and reimport it.
• Copy the lines with errors into a new import file, fix the errors, and import the new file.

The following table explains the errors you might encounter, and suggests possible fixes.

Error	Description	Fix
Cannot have completed date if work order is not Done	The work order has a Completion Date but the value in the Status field is not Done.	Remove the Completion Date. OR Change the Status to DONE. Then re-import the work order.
Completed Date must be after Created Date	The work order's Completion Date is earlier than its Creation Date. A work order can't be completed before it's created.	Correct the dates so the Creation Date is earlier than the Completion Date and reimport the work order.
Invalid date format, expected "yyyy-mm-dd hh:mm:ss"	A date field has an incorrectly formatted date.	Update the date to the correct format and reimport the work order. For information about how to format date values for specific fields, see Work Order Fields You Can Import.
Invalid time format, expected "hh:mm:ss"	A time field has an incorrectly formatted time.	Update the time to the correct format and reimport the work order. For information about how to format time values for specific fields, see Work Order Fields You Can Import.
The date year must be between <MIN-YEAR> and <MAX-YEAR>	A date field has a date outside of the accepted range.	Correct the date to be between 1950 and 5000 and reimport the work order.
Date cannot be in the future	A date field that can only accept a date that's equal to or earlier than the current date has a date in the future.	Update the field to the current date or earlier and reimport the work order.
Invalid value for <COLUMN>, expected one of <CHOICES>	A field that only accepts specific values (e.g., Status, Type, etc.) has a value that's not on the list of accepted values.	Update the field with an accepted value and reimport the work order. For a list of accepted values for specific fields, see Work Order Fields You Can Import.