What Is This Spreadsheet For?
Use this spreadsheet to manage work order templates in TRACTIAN. A work order template is a pre-filled blueprint for creating work orders — it can include a default title, description, priority, assigned team, and more. You can use this spreadsheet to create new templates in bulk or update existing ones.
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 | ID (Fill only for update) | The unique ID of an existing template | No | Any valid template ID from TRACTIAN | Import |
2 | Title | The name or title of the template | Yes | Any text | Both |
3 | Description | A description of the work this template covers | No | Any text | Both |
4 | Priority | The default priority for work orders created from this template | No | Priority names configured in your company | Both |
5 | Categories | The categories to assign to this template | No | Category names configured in your company | Both |
6 | Asset Path/Location (Ex: Location // Asset Name) | The default asset or location for this template | No | Asset path from TRACTIAN (use | Both |
7 | Assigned Emails | Email addresses of users assigned by default | No | One or more email addresses, separated by semicolons | Both |
8 | Assigned Teams | Names of teams assigned by default | No | One or more team names, separated by semicolons | Both |
9 | Tags | Tags to attach to this template | No | One or more tags, separated by semicolons | Both |
Columns in Detail
ID (Fill only for update)
Leave this column blank when creating a new template.
Fill this column only when updating an existing template. The ID tells TRACTIAN which template to update.
If you enter an ID that does not exist in TRACTIAN, the row will be rejected.
Title
The name that identifies this work order template (for example, "Quarterly Lubrication" or "Motor Inspection").
This column is required for every row.
Description
A plain-text description of the work this template covers. Optional — you can leave it blank.
Priority
The default priority level for work orders generated from this template.
The value must match a priority name configured in your company. The available options vary by company.
Leave blank if no default priority is needed.
Categories
One or more category names to assign to this template.
To assign multiple categories, separate each name with a semicolon (e.g.
Electrical; Preventive).Category names must match options configured in your company.
Asset Path/Location (Ex: Location // Asset Name)
The default asset or location for work orders created from this template.
Use
//to separate levels in the asset hierarchy (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 who should be assigned to work orders created from this template by default.
To assign multiple users, separate email addresses with a semicolon (e.g.
[email protected]; [email protected]).The system will match each email to an existing user account automatically.
Assigned Teams
Names of the teams to assign to this template by default.
To assign multiple teams, separate team names with a semicolon.
Team names must match existing teams in TRACTIAN.
Tags
One or more tags to attach to this template.
Separate multiple tags with a semicolon (e.g.
preventive; electrical).
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
Leave the ID (Fill only for update) column blank for every new template — only fill it when updating an existing one.
Make sure every row has a value in the Title column — rows with a blank title will be skipped.
When assigning multiple categories, emails, or teams, separate each value with a semicolon (
;).Priority and category names must match exactly what is configured in TRACTIAN — spelling and capitalization matter.
For asset paths, use
//to separate hierarchy levels and make sure the path matches an existing asset in TRACTIAN.
Example Rows
ID (Fill only for update) | Title | Description | Priority | Categories | Asset Path/Location (Ex: Location // Asset Name) | Assigned Emails | Assigned Teams | Tags |
Quarterly Belt Inspection | Check and replace drive belts as needed | High | Mechanical | Plant A // Conveyor Line 1 | Mechanical Team | preventive; belt | ||
Weekly Lubrication | Apply lubricant to all rotating parts | Medium | Preventive | lubrication | ||||
65a7d2c6e4f9a90007a3c901 | Motor Overhaul | Full motor disassembly and inspection | High | Electrical; Mechanical | Plant B // Motor Room // Main Motor | Electrical Team |
Row 1 creates a new template with an assigned user and asset path. Row 2 creates a simpler template with no assigned user or asset. Row 3 updates an existing template.
Frequently Asked Questions
Can I update an existing template or only create new ones? You can do both. Leave the ID column blank to create a new template, or fill it with the template's existing ID to update it.
What happens if I enter a priority or category that does not exist in TRACTIAN? The row will be rejected. Priority and category names must match exactly what is configured in your company.
Can I assign multiple users or teams? Yes. Separate multiple email addresses or team names with a semicolon in the same cell.
Can I delete templates using this spreadsheet? No. This spreadsheet only supports creating and updating templates. Deletions must be done directly in TRACTIAN.
What are custom fields? Custom fields are extra columns your company can add to work order templates. If your company has configured custom fields, they will appear in the spreadsheet to the right of the standard columns.