What Is This Spreadsheet For?
Use this spreadsheet to update maintenance requests in TRACTIAN. Requests are submitted by users when they notice a problem or need maintenance performed. This spreadsheet lets you update the status of existing requests in bulk — for example, to approve or deny multiple requests at once, or to link approved requests to the work orders that were created for them.
Can I Import, Export, or Both?
Import (upload data into TRACTIAN): Yes
Export (download data from TRACTIAN): Yes
Column Reference
# | Column Name | What to Fill In | Required? | Accepted Values | Used In |
1 | Number | The request number to update | Yes (for import) | Any existing request number | Both |
2 | Title | The title or subject of the request | No | Any text | Both |
3 | Description | A description of the request | No | Any text | Both |
4 | Status | The current status of the request | No |
| Both |
5 | Priority | The priority level of the request | No | Priority names configured in your company | Both |
6 | Categories | The categories assigned to this request | No | Category names configured in your company | Both |
7 | Created Work Order Number | The work order number linked to this request | Conditional | Any existing work order number | Both |
8 | Tags | Tags attached to this request | No | One or more tags, separated by semicolons | Both |
9 | Asset Path/Location (Ex: Location // Asset Name) | The asset or location the request refers to | No | Asset path from TRACTIAN (use | Both |
10 | Created At | The date and time the request was created | Export only | — | Export |
Columns in Detail
Number
The request number that identifies which request to update. This is required when importing.
If you enter a number that does not match any existing request, the row will be rejected.
Requests that have already been approved cannot be updated — those rows will be rejected.
Title
The title or subject line of the request.
Description
A detailed description of the problem or maintenance needed.
Status
The approval status of the request.
Accepted values:
pending— the request is waiting for reviewapproved— the request has been approved and a work order should be createddenied— the request was rejected
Requests that are already
approvedcannot be changed — the row will be rejected if you try to update them.
Priority
The priority level for this request. Must match a priority name configured in your company.
Categories
One or more categories assigned to this request. Must match category names configured in your company.
Created Work Order Number
The number of the work order that was created as a result of this request being approved.
This field is required when status is
approved— if you approve a request, you must also enter the work order number that was created for it.This field must be empty when status is
pending.If you enter a work order number that does not exist, the row will be rejected.
Tags
One or more tags attached to this request. Separate multiple tags with a semicolon.
Asset Path/Location (Ex: Location // Asset Name)
The asset or location the request is about.
Use
//to separate hierarchy levels (e.g.Plant A // Conveyor Line 2).
Created At
This column is filled automatically when you export — it shows when the request was originally submitted.
You do not need to fill this column when importing.
Custom Fields
This spreadsheet can include extra columns based on the custom fields your company has configured. These appear to the right of the standard columns and may include: dropdown selections, numbers, text, currency amounts, boolean (yes/no) values, checklists, dates, user references, asset references, and durations.
Tips for a Successful Import
The Number column is required for every row — it identifies which request to update.
You cannot update a request that has already been approved — those rows will be rejected.
When setting status to
approved, you must also fill in the Created Work Order Number column.When setting status to
pending, leave the Created Work Order Number column blank.Priority and category names must match exactly what is configured in TRACTIAN.
Example Rows
Number | Title | Description | Status | Priority | Categories | Created Work Order Number | Tags | Asset Path/Location (Ex: Location // Asset Name) | Created At |
1042 | Noisy bearing on conveyor | Bearing is making a grinding noise | approved | High | Mechanical | 5087 | bearing; urgent | Plant A // Conveyor Line 1 | |
1043 | Leaking hydraulic hose | Oil dripping from hose near press | pending | Medium | Hydraulic | hydraulic | Plant A // Press Station 3 | ||
1044 | Faulty temperature sensor | Sensor reading incorrect values | denied | Low | Electrical | sensor |
Row 1 approves a request and links it to work order 5087. Row 2 keeps a request pending (no work order number). Row 3 denies a request.
Frequently Asked Questions
Can I create new requests using this spreadsheet? No. This spreadsheet is for updating existing requests only. New requests must be submitted through TRACTIAN.
What happens if I try to update a request that was already approved? The row will be rejected. Approved requests cannot be changed.
What happens if I approve a request but leave the work order number blank? The row will be rejected. When approving a request, you must provide the number of the work order that was created for it.
Can I approve a request without a linked work order? No. Approving a request requires a valid work order number to be entered in the Created Work Order Number column.
What if the work order number I enter does not exist? The row will be rejected. Make sure the work order number matches an existing work order in TRACTIAN.