Bulk Import: PM Schedules

In each module, you have the option to import existing information in bulk into Prism. In this guide, we will outline the steps for importing Schedules specifically:

Format Information for Bulk Import

Before you can upload a spreadsheet of your users to Prism, it must be formatted based on the guidelines below. You'll also need to download the Preventive Maintenance Schedules Bulk Import Template CSV file available via the modal when selecting Equipment.

Acceptable formats include CSV and XLS.

Navigate to Preventative > Schedules > Import Schedules and click Download PM Programs Template to download a blank template. 

Guidelines for Bulk Import

Field Name	Explanation	What’s Allowed	Example
Name (Required)	The name of the of PM schedule	No character limit.	Filter Replacement
Property (Required)	The property the PM schedule is being created for.	You must specify an existing property name exactly as it appears in Prism under the My Properties module	1 Post Office Sq
Equipment Category (Required)	The category the equipment belongs to.	Must match an existing category Building Equipment Electrical Elevators & Lifts Fire & Life Safety Furniture Health & Wellness HVAC Kitchen Equipment Plumbing Security Other	Building Equipment
Equipment Asset Type (Required)	Sub category that the equipment belongs to.	You can select an existing Asset Type already entered into Prism or create a new one by defining it here.	Inspect cables for frayed or broken strands or excessive rusting.
External Key	This can be set to match Schedules together with similar names.	N/A	N/A
Internal ID	Unique Building Engines ID assigned to the piece of equipment. Use it in subsequent imports to update existing records.	The ID is available on equipment exports.	123456abcd
Team Assignee1	Select an existing Team to be the assignee.	Specify an existing Team from Prism	Team One
Organization Assignee1	Select an existing Organization assignee.	Specify an existing Organization Assignee from Prism	Elaine Benes
Assignee	Select a default assignee to be assigned the scheduled tasks	Specify an existing user within Prism. The name name exactly as it appears under the My Users module	Elaine Benes
Start Date (Required)	Set the date the schedule should start scheduling tasks on.	Enter the format as MM/DD/YYYY	01/01/2021
Frequency2	Specify the frequency the schedule should run for	Specify one of the following values daily weekdays weekly monthly quarterly semi-annual annual NOTE: Custom option is not supported via the import	monthly
*Due By	The designated Due by Date for the Schedule	Enter the format as MM/DD/YYYY	01/01/2021
Procedure Name	If a Procedure exists in Prism, copy and paste the	Must be exact match to the Procedure name that already exists in Prism's Procedures tab.	N/A
Procedure External Key	This is only relevant to the Prism team and cannot be leveraged.	N/A	N/A
Steps	*Only include this if you are not using a Procedure This is the Procedure	Text separated by line breaks in Excel	Recommended: Step 1: Clean Coil Step 2: Check Belt Step 3: Check Temp vs  Not Recommended: Step 1: Clean Coil, Check Belt, Check Temp, etc...
Notes	Notes you would like included in the Notes sections of a PM Task	Text Only
Parts	Notes of parts or tools they may need to  bring to the PM Task.	Text only
Estimated Labor Hours	This is a field and	Numerical Values only
File URL	Any link you would like to appear on the Files tab of the Schedule or PM Task	Any URL that links to a file.

Known Issues or Limitations

Issue or Limitation

Do not save your spreadsheet as a CSV file if it contains lots of UTF-8 characters, such as the accented é in resumé. (Other examples of these "extended" characters include ñ, ü, superscripts, fractions, and currency symbols other than the U.S. dollar, such as the euro symbol €.) Instead, save your file as an XLS.

¹ Org and Team Assignee should be removed, Assignee should only be used to specify.

² Currently the import is case sensitive, specify the frequency in lowercase.