What Is This Spreadsheet For?

Use this spreadsheet to create or update work orders in TRACTIAN in bulk. A work order is a task assigned to a technician or team to carry out maintenance, inspection, or repair work. This spreadsheet lets you import many work orders at once, assign them to assets and people, and set schedules and priorities.

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 work order number	Export only	—	Export
2	Title	The title of the work order	Yes	Any text	Both
3	Description	A description of the work to be done	No	Any text	Both
4	Status	The current status	No	Open, In Progress, On Hold, Closed, Canceled	Both
5	Priority	The priority level	No	Priority names configured in your company	Both
6	Categories	The categories assigned	No	Category names configured in your company	Both
7	Asset Path/Location (Ex: Location // Asset Name)	The asset or location this work order is for	No	Asset path from TRACTIAN (use `//` to separate levels)	Both
8	Assigned Emails	Email addresses of assigned users	No	One or more emails, separated by semicolons	Both
9	Assigned Teams	Names of assigned teams	No	One or more team names, separated by semicolons	Both
10	Tags	Tags to attach	No	One or more tags, separated by semicolons	Both
11	Start Date	The scheduled start date	No	Date in YYYY-MM-DD format	Both
12	End Date	The scheduled end (due) date	No	Date in YYYY-MM-DD format	Both
13	Planning Status	The planning stage of the work order	No	Unplanned, Planned, Scheduled, Without Planning, Awaiting Scheduling	Both
14	External ID	An identifier from an external system	No	Any text	Both
15	Operation Costs	Cost information for the operation	No	Any text	Both
16	Operation Name	The name of the operation step	No	Any text	Both
17	Activity Type	The type of maintenance activity	No	Activity type names configured in your company	Both
18	Number of Workers	How many workers are needed	No	A whole number	Both
19	Planned Working Time (2h 30m)	The estimated time needed	No	Duration in `Xh Ym` format (e.g. `2h 30m`)	Both
20	Operation Assigned Team	The team assigned to this operation	No	A team name from TRACTIAN	Both
21	Operation Assigned Emails	Emails of technicians for this operation	No	One or more emails, separated by semicolons	Both
22	Operation Asset Path	The asset for this specific operation	No	Asset path from TRACTIAN	Both
23	Created At	When the work order was created	Export only	—	Export
24	Updated At	When the work order was last updated	Export only	—	Export
25	Created By	Who created the work order	Export only	—	Export
26	Updated By	Who last updated the work order	Export only	—	Export

Columns in Detail

Number

This column is filled automatically when you export — it shows the unique number assigned to each work order.
You do not need to fill this column when importing. If you include a number, the row will be rejected because this field is read-only. Use the External ID column if you need to store your own identifier.

Title

The name of the work order (for example, "Q3 Bearing Inspection" or "Pump Overhaul").
This column is required for every row.

Status

The current status of the work order. Accepted values:
- Open — work has not started
- In Progress — work is underway
- On Hold — work is paused
- Closed — work is complete
- Canceled — work order was canceled

Priority

The priority level for this work order. Must match a priority name configured in your company. The options vary by company.

Categories

One or more categories for this work order. Separate multiple categories with a semicolon (e.g. Electrical; Preventive). Must match category names configured in your company.

Asset Path/Location (Ex: Location // Asset Name)

The asset or location this work order is for.
Use // to separate hierarchy levels (e.g. Plant A // Line 2 // Conveyor Belt).
The system will look up the asset automatically using this path.

Assigned Emails

Email addresses of the users assigned to this work order. Separate multiple emails with a semicolon.
The system will match each email to an existing user account automatically.

Assigned Teams

Names of teams assigned to this work order. Separate multiple teams with a semicolon.

Start Date / End Date

Enter dates in YYYY-MM-DD format (e.g. 2025-08-15).

Planning Status

Indicates where the work order is in the planning process. Accepted values:
- Unplanned — no plan has been made yet
- Planned — a plan exists but is not yet scheduled
- Scheduled — a specific time has been set
- Without Planning — planning is not applicable
- Awaiting Scheduling — ready to be scheduled but not yet assigned a time

External ID

An identifier you use in another system (such as an ERP or ticketing system). This lets you link TRACTIAN work orders to records in other tools.

Operation Name / Activity Type / Number of Workers / Planned Working Time

These columns describe a single operation step within the work order.
Activity Type must match an activity type name configured in your company.
Planned Working Time uses the format Xh Ym (e.g. 2h 30m for two hours and thirty minutes).

Operation Assigned Team / Operation Assigned Emails / Operation Asset Path

These columns assign resources specifically to the operation step, as opposed to the work order as a whole.

Created At / Updated At / Created By / Updated By

These columns are filled automatically when you export. You do not need to fill them 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

Make sure every row has a value in the Title column — rows with a blank title will be skipped.
Do not fill the Number column — it is read-only and will cause the row to be rejected if you include it.
Use the External ID column if you need to store your own reference number.
Dates must be in YYYY-MM-DD format (e.g. 2025-08-15).
When entering planned working time, use the format Xh Ym (e.g. 1h 45m).
Category, priority, and activity type names must match exactly what is configured in TRACTIAN.
To assign multiple categories, emails, or teams, separate each value with a semicolon (;).

Example Rows

Number

Title

Description

Status

Priority

Frequently Asked Questions

Can I update existing work orders using this spreadsheet? No. This spreadsheet creates new work orders. Updating existing work orders must be done directly in TRACTIAN.

What happens if I include a value in the Number column? The row will be rejected. The Number column is read-only and is assigned automatically by TRACTIAN. Use the External ID column if you need to store your own identifier.

Can I create a work order without assigning it to an asset? Yes. The asset path is optional — you can leave it blank if the work order is not tied to a specific asset.

What happens if I enter a priority or category that does not exist? The row may be created but the priority or category will not be set. Make sure the values match exactly what is configured in your company.

Can I assign multiple people or teams to a work order? Yes. Separate multiple email addresses or team names with a semicolon in the same cell.

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