Import Tasks & Task Update Utility

Maintenance Pro allows copying individual tasks and renewals from one unit to another, which is useful when assigning tasks individually per piece of equipment or asset.

Important: Managing a large number of tasks is much easier using PM Templates. Templates link a set of tasks to multiple units, and changes to the template automatically apply to all linked units. Whenever possible, PM Templates are recommended for easier management. However, for copying renewals (which are not managed by templates) or individual tasks between units, the Import Tasks feature can be used.

Note:
This feature only copies tasks and renewals between equipment within Maintenance Pro. It does not allow importing tasks from external spreadsheets or programs.

To successfully import tasks, the Primary and Secondary meter configurations of both units must exactly match. For example, if Equipment 1 has Hours as the primary meter, and Equipment 2 has Hours as primary and Miles as secondary, the import will not work. Both units must have identical meter configurations.

Importing Tasks to a Single Unit

Go to the Equipment Index and click the unit to which tasks will be added. This opens the Equipment Profile.
Select the Tasks tab.
Click the blue New button on the right and choose Import Tasks.

This will open the Import Tasks screen.

Import From displays all units matching the meter configuration of the equipment. For example, if unit 001 has Miles as the primary meter and Hours as the secondary, only units with the same configuration appear. Select the unit from which tasks will be copied.

The Tasks to Import section lists all available tasks. Tasks can be left all selected to import everything, or only specific tasks can be chosen.

If Import Notes, Parts & Labor Hours is enabled, these details will be included. For instance, if unit 003 has a “Change Tires” task with 2 hours of labor, the imported task on 001 will retain the same labor value. If this option is disabled, tasks are added without notes, part associations, or estimated labor, which can be entered manually later.

Click Import to copy the tasks. A confirmation pop-up will indicate when the import is complete.

After completing an import, the system returns to the same import screen, allowing additional tasks to be imported from a different unit if needed. If a task with the same name already exists, an error occurs. Each task must have a unique name.

Returning to unit 001, the imported tasks are now visible in the task list. These tasks retain the same maintenance intervals that were configured on the unit from which they were imported.

Task Update Utility

For large-scale task imports, the Task Update Utility can be used. This tool allows tasks to be imported from a single unit to multiple units simultaneously. To access it, click the gear icon in the top-right corner and select Task Update Utility.

On the left, under Import From, select the unit that already contains the tasks to be copied.

The Default Last Performed Date sets the value for the imported tasks on the target units, indicating the last time the tasks were performed.

If Import Notes, Parts & Labor Hours is checked, these details from the source unit (e.g., 001 Test) will be copied along with the tasks.

Select any number of tasks from the list to import to other equipment.

On the right, under Import To, select the units to which the tasks will be added.

Clicking Import copies the selected tasks from the source unit to the selected target units. For example, if the task Change Tires belongs to 001 Test, and units C452 and E127 are selected on the right, clicking Import will copy Change Tires to both C452 and E127.

After clicking Import, the system navigates to the Bulk Task Import screen.

The system will process all selected changes. This may take longer if a large number of tasks were copied. Once complete, a summary will display indicating what actions were performed.

In this example, the Change Tires task was successfully copied to unit C452, but it could not be copied to E127 because the meter configurations did not match.

To reverse an import due to errors or accidental additions, click the red Undo Import button at the bottom right. This option is available for 72 hours after the task update. Using Undo would remove tasks that were successfully added, such as Change Tires on unit C452 in this example.

To access the Undo option later, open the Task Update Utility via the gear icon and click History at the bottom.

Click on a row to view the corresponding task update record; this will bring the Undo button back into view.