This template is used to manage the fields (questions, checks, inputs) that make up a maintenance procedure. Each row in the spreadsheet represents one field inside a procedure.
What Is It For
Use this template to add, update, or review the fields that appear when a technician fills out a procedure on the platform. You can define the type of each field, whether it is required, and what automated actions should happen based on the answer.
Import and Export
This template supports both Import and Export.
Export downloads all existing procedure fields so you can review them or prepare updates.
Import creates new fields inside existing procedures or updates fields that already exist (when an ID is provided).
To update a field, first export the data, change the values you need, and import the file back. Keep the ID column filled for every row you want to update.
Column Reference
Column | Required | Description |
ID | Only for updates | Unique identifier of the field. Leave empty to create a new field. |
Procedure Name | Yes | Name of the procedure this field belongs to. |
Procedure Number | No | Number of the procedure this field belongs to. |
Field Name | Yes | Name of the field as it will appear in the procedure. |
Field Type | Yes | Type of input for this field. See accepted values below. |
Field Options | Depends on type | List of options, separated by commas. Required for Select, Radio, and Checkbox types. |
Is Required | No | Whether the field must be filled to complete the procedure. Accepted values: yes, no. |
Enable Notes Files | No | Whether the user can attach files or notes to this field. Accepted values: yes, no. |
Enable Audio | No | Whether the user can record audio for this field. Accepted values: yes, no. |
Description Link Title | No | Title of a help link shown in the field description. |
Description Link URL | No | URL of the help link shown in the field description. |
Needed Action | No | Type of automated action triggered by this field. See accepted values below. |
Action Method | No | How the action is triggered. See accepted values below. |
Action When | No | Which answer triggers the action. See accepted values below. |
Action Template Name | No | Name of the work order or request template used by the action. |
Action Template Description | No | Description of the template used by the action. |
Columns in Detail
ID (Fill only for update) Unique identifier assigned by the system. When creating new fields, leave this column empty. When updating existing fields, paste the ID obtained from a previous export.
Procedure Name The exact name of the procedure where this field will be created. The procedure must already exist in the system before importing.
Procedure Number The number assigned to the procedure. This helps identify the correct procedure when multiple procedures share similar names.
Field Name The label the technician will see when filling out the procedure. Use clear and descriptive names so the technician knows what information to provide.
Field Type (dropdown) Determines what kind of input the field expects. Accepted values:
Heading -- a section title used to organize fields visually; does not collect data
Text -- multi-line text input
Inspection -- a pass/flag/fail check
Checklist -- a list of items to check off
Number -- numeric input
Metric -- numeric input linked to a metric configured in the system
Select -- dropdown with one selectable option
Radio -- single choice from visible options
Checkbox -- multiple choices from visible options
Yes/No -- a simple yes or no question
File -- file or photo upload
Signature -- digital signature
Date -- date picker
Simple Text -- single-line text input
Inspection List -- structured inspection with multiple check items
User -- user selection from the company roster
Field Options Comma-separated list of selectable values. Required when Field Type is Select, Radio, or Checkbox. For other field types, leave this column empty.
Is Required (yes/no) When set to "yes", the technician cannot submit the procedure without filling this field.
Enable Notes Files (yes/no) When set to "yes", the technician can attach files or written notes to this field.
Enable Audio (yes/no) When set to "yes", the technician can record and attach an audio note to this field.
Description Link Title A short title for a help link displayed alongside the field description. Use this to point technicians to reference material.
Description Link URL The full web address of the help link. Must be a valid URL.
Needed Action (dropdown) Defines what type of automated action is created when the technician gives a specific answer. Accepted values:
Work Order Opening
Request Opening
This column only applies to fields of type Inspection, Inspection List, and Yes/No. Leave empty for all other field types.
Action Method (dropdown) Determines how the action is triggered. Accepted values:
Manual -- the system suggests the action and the technician decides whether to create it
Automatic -- the system creates the action immediately without technician intervention
This column only applies to fields of type Inspection, Inspection List, and Yes/No.
Action When (dropdown) Specifies which answer triggers the action. Accepted values:
Pass
Flag
Fail
Yes
No
N/A
This column only applies to fields of type Inspection, Inspection List, and Yes/No.
Action Template Name The name of the work order or request template that will be used when the action is created. The template must already exist in the system.
Action Template Description A description for the template used by the action. This helps identify the purpose of the template.
Custom Fields
This template does not support custom fields.
Tips
Always export first if you plan to update existing fields. This ensures you have the correct IDs.
The procedure must already exist before you import its fields. Use the Procedures template to create procedures first.
When using Select, Radio, or Checkbox field types, remember to fill the Field Options column with comma-separated values.
Action columns (Needed Action, Action Method, Action When, Action Template Name, Action Template Description) only apply to Inspection, Inspection List, and Yes/No field types. They are ignored for all other types.
If a field has a help link, both the title and the URL should be filled. A title without a URL (or vice versa) will not display correctly.
Use the Heading field type to create visual sections within a procedure. Headings do not collect data but help organize long procedures.
Example Rows
ID | Procedure Name | Procedure Number | Field Name | Field Type | Field Options | Is Required | Enable Notes Files | Enable Audio | Description Link Title | Description Link URL | Needed Action | Action Method | Action When | Action Template Name | Action Template Description |
Motor Inspection | PROC-001 | General Condition | Inspection | yes | yes | no | Work Order Opening | Automatic | Fail | Corrective Motor WO | Work order for motor failure | ||||
Motor Inspection | PROC-001 | Vibration Level | Number | yes | no | no | Vibration Reference | ||||||||
Safety Checklist | PROC-002 | PPE Verified | Yes/No | yes | no | no | Request Opening | Manual | No | Missing PPE Request | Request for missing PPE | ||||
Safety Checklist | PROC-002 | Risk Level | Select | Low, Medium, High | yes | no | no |
Frequently Asked Questions
When should I fill the ID column? Only when updating an existing field. To create a new field, leave the ID column empty. To obtain IDs, export the current data first.
Why are my action columns being ignored? Action columns only work with Inspection, Inspection List, and Yes/No field types. If your field is of any other type, the action columns have no effect.
Can I reorder fields within a procedure? The order of fields follows the order of rows in the spreadsheet. Place the rows in the sequence you want the technician to see them.
What happens if I import a field with a procedure name that does not exist? The import will fail for that row. Make sure the procedure is already created before importing its fields.
Can I use this template to delete fields? No. This template only creates and updates fields. To remove a field, use the platform directly.