FACILITY SETTINGS CONFIGURATIONS: Work Order Import

Admin Console > Facility Settings > Data Import. If may be required to turn on the module for the Role.

Select an Action:  Download WO Import Template

Enter email address and Asset Category to receive the import sheet & Submit.

*If you are attaching Assets to the WOs you must upload by one category at a time.  Upon selecting an Asset Category, the template will load all assets with that Category to choose from in a dropdown field. 

*If you are not attaching Assets, you may choose any category as it will not affect the template. 

A pop-up message will appear (click Dismiss):

Once you receive the email from FSI, Click the link to download the template.

“Your recent request for a Work Order Data Import Template has been completed. Please click on the link below to download your template. Please do not rename the template as the filename is integral to the import process.”

Click here to download the template.

At the bottom, click on first tab, Usage Instruction, to review instruction to enter data.

*YOU WILL ONLY ENTER DATA ON THE “DATA_TO_IMPORT” TAB.

IN THE GREEN SHADED FIELDS.

 Fill in Date created in this format:  MM/DD/YY HH:MM AM/PM (Example: 12/01/17 2:25 PM)

Fill in all data needed on the Work Order.  Some fields may have a drop-down option when cursor is in the cell.  Example:  Category

Note:  Do not edit or change any information that auto fills in the ID columns:

Example:  

After all the fields are entered, Save the file to the computer without changing the file name.  If the name is changed, the assets will not be imported into CMS.

File > Save as

Example file name:

Save

Close the document.

Go back to CMS, Admin Console >Facility Settings > Data import

Select an Action:  Import Work Orders

Enter email address

Select the file template saved to computer.

Submit

A pop-up message will appear (click X to dismiss):

Once the import has completed, you will receive an email:

“Your data import was successful, please select the link below to download a summary of records imported.”

Click here to download the Summary File.

Or

“Your data import failed, please select the link below to download a summary of the validation errors that occurred.”

Click here to download the Summary File.

Clicking the link will give you a summary of your assets imported.  The link in the Failed email will display the assets and the reason for the failure:

***Important:

• Filename consistency is vitally important to the import, you cannot use the same file multiple times for import of different data, a new template must be requested each time as it logs the filename and records everything against it.
• Do Not Change the Title of this Document or Column Headers in any way.  When saving, save as it is.  Any changes to the title will cause it not work.
• You can only use a template once!
• Make sure every entry has a DATE CREATED (date and time: MM/DD/YY HH:MM AM/PM for example: 01/18/18 12:57 PM)
• Make sure every entry has a USER CREATED (select from dropdown)
• Once you have the Date & User for the first entry you can copy and paste into the rest of the list.
• In the following columns, you must select from the drop down.  Columns: I, J, K, L, M, O, Q, & R
  • You can copy and paste these columns, as well, if you select from the drop down the proper selection and then copy that to the other cells in that row.
    • Column M (Location) All the drill down locations is in this 1 column.  For example: Marymount Hospital – Main – First Floor – Kitchen
• Only enter in information in the GREEN highlighted fields.  Do Not do anything in the following columns:  Y thru AJ or additional tabs in Workbook. 

Reviewed/Revised: February 2025