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Coding Your Own Instructions for Task Imports
Coding Your Own Instructions for Task Imports

Using Syntax Rules in Excel to Import Instructions for Tasks

Rachel Link avatar
Written by Rachel Link
Updated over a week ago

Overview

Limble allows you to import PMs, WOs, and task templates to easily transfer data into the app and quickly get set up to begin work.

Limble allows you to make changes to instructions or create instruction sets to quickly set up tasks within the app. However, you may want to "code" instructions on your own through bulk importing. This article will go over how to use syntax to configure instructions and certain field types in a .csv file for importing.

(Note: coding your own instructions does require some knowledge of Excel and the ability to create functions.

In some instances, such as PM imports, we recommend using a combination of Excel and some set up in Limble with a method called task relations to import your task templates and all of the necessary instructions.)

Table of Contents

Modifying the Excel File

Download the Sample Import File. Where you find this will vary depending on the type of import you’re doing.

In the Sample Import File, you’ll see a column called “Instruction 1.” This is where you will include your instruction.

(Note: you can add up to 100 instructions per task in a single import by adding additional columns.)

By default, all instructions imported from Excel become a check box type in Limble.

You can change the instruction type to one of the following options:

Add your instruction type and desired instruction(s) in the row under the corresponding instruction column.

(Note: Files of any kind, including images or documents, cannot be imported into Limble; only the instruction and instruction type can be included due to the limitations of Excel. This impacts the File or Picture Attachment, Capture Signature, and Request Approval instructions.

For example, if you are importing completed WOs and want to include images of broken equipment, you could include the file instruction type, but not the actual photo itself. To add that, you would need to go back and upload the picture manually in Limble. We’ve found that most of our customers don’t have a need to do this for completed PMs.)

Syntax for Basic Instruction Types

Syntax, or “code” for instruction types, tells Limble what kind of instruction type you want the instruction to be. We’ll go over how to write each instruction type in Excel to properly import into Limble.

Check Box does not need to be written in any special way. Limble uses this instruction type as the default for all imported instructions. Write what you would like your instruction to be, and it will import as a check box instruction.

Option List (also known as Radio List)

TYPE::OPTIONLIST [Instruction]; [Option 1]; [Option 2]

You need at least two options for the option list instruction, but you can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

(Note: It is possible to create a conditional answer depending on the selected answer, which we cover in the advanced instruction types section.)

Text Box

TYPE::TEXTBOX [Instruction]

(Note: linking the response to an asset field cannot be done via import, and must be done manually in Limble.)

Dropdown List

TYPE::DROPDOWN [Instruction]; [Option 1]; [Option 2]

You need at least two options for the dropdown instruction, but you can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

(Note: It is possible to create a conditional answer depending on the selected answer, which we cover in the advanced instruction types section.)

Date Picker (also known as Calendar Select)

TYPE::DATE [Instruction]

Number

TYPE::NUMBER [Instruction]

(Note: linking the response to an asset field cannot be done via import, and must be done manually in Limble.)

Note

TYPE::LABEL [Text]

File or Picture Attachment

TYPE::FILE [Instruction]

(Note: files and pictures cannot be imported into Limble; only the instruction and instruction type can be included due to the limitations of Excel.)

Start WO

TYPE::STARTWO [Instruction]

Capture Signature

TYPE::SIGNATURE [Instruction]

(Note: files, including images of signatures, cannot be imported into Limble; only the instruction and instruction type can be included due to the limitations of Excel.)

Request Approval

TYPE::REQUESTAPPROVAL [Instruction] APPROVER::[email of a Limble user or team name]::APPROVER

The user you’re associating with this instruction must have a role at the location you’re importing into.

Syntax for Advanced Instruction Types

In some instances, you may need to combine instructions or import a more advanced instruction type. For example, you may have instructions that would only be given based on a specific response, such as needing to start a work order only if a piece of equipment doesn’t pass an inspection.

For task templates, open tasks, and completed tasks, you can “code” and import the following:

Nested Instructions

To add additional instructions that are nested under an instruction, use the following format:

TYPE::[INSTRUCTION TYPE] [Instruction] ADDSUBITEM::TRUE TYPE::[INSTRUCTION TYPE] [Instruction]

Conditional Instructions

Conditional instructions appear based on a user’s answer. These can be created for option list and dropdown instructions.

  • Conditional Instructions - Option List is formatted as:

    TYPE::OPTIONLIST [Instruction]; [Option 1]; [Option 2] ADDSUBITEM::TRUE TYPE::[INSTRUCTION TYPE] [Instruction]; [Option 3]

  • Conditional Instructions - Dropdown is formatted as:

    TYPE::DROPDOWN [Instruction]; [Option 1]; [Option 2] ADDSUBITEM::TRUE TYPE::[INSTRUCTION TYPE] [Instruction]; [Option 3]

(Note: ADDSUBITEM::TRUE TYPE::[INSTRUCTION TYPE] [Instruction]; should be placed directly after the instruction you want the conditional instruction to appear after. In this example, if you wanted the subinstructions to be under Option 1 instead of Option 2, you’d include the conditional instructions after [Option 1];

You do not need to add semicolons (;) between subitems. You only need to add a semicolon once you are ready to add an instruction that is not nested under other instructions.)

Syntax for Basic Fields

Custom Tags

We often get asked if you can bulk import custom tags into Limble. With proper syntax, you can include custom tags in your import documents.

Your tags must already be in Limble for the import to work successfully.

Your tags should be entered in the Task or PM Description column.

The syntax for custom tags only is:

;[@customtag];

You can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

The syntax for custom tags and a task description is:

[task description]; [@customtag];

You can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

Syntax for Advanced Fields

For completed tasks, you can “code” and import the following:

This can be helpful if you want to add accurate work history that involves multiple people who performed labor on a single task, invoices, and part usage.

Multiple Labor (Time Spent)

Multiple Labor allows you to add time spent on a task by more than one user. It should be formatted as:

[Time (in minutes)] | [User 1] | [Date]; [Time (in minutes)] | [User 2] | [Date]

You need at least two entries, but you can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

Time (in minutes), the user, and date are required. Notes and labor category are optional details for this field and can be added after the date. It would be formatted as:

[Time (in minutes)] | [User 1] | [Date] | [Labor Category] | [Notes]; [Time (in minutes)] | [User 2] | [Date] | [Labor Category] | [Notes]

Labor categories can only be added to the work history if labor categories are created under Settings > Configuration > Billing Settings > Labor Categories.

The user must have a role at the location where you’re importing the completed task.

Multiple Parts

Multiple Parts allows you to add more than one part to a completed task. It should be formatted as:

[Number of Parts] | [Part Name 1 or Part ID] | [Part Number 1]; [Number of Parts] | [Part Name or Part ID 2] | [Part Number 2]

Number of parts, part name or part ID, and part number are required. Part price is an optional detail for this field and can be added after the part number. It would be formatted as:

[Number of Parts] | [Part Name 1 or Part ID] | [Part Number 1] | [Part Price]; [Number of Parts] | [Part Name or Part ID 2] | [Part Number 2] | [Part Price]

(Note: importing parts with completed tasks will not impact your current inventory.)

Multiple Invoices

Multiple Invoices allows you to add more than one invoice to a completed task. It should be formatted as:

[Price] | [Invoice Description 1]; [Price] | [Invoice Description 2]

You need at least two entries, but you can continue to add options by separating additional options with a semicolon (;) and a single space before starting a new entry.

Import and Upload

Once you have added your desired fields to your .csv file, save your file and follow the instructions based on the type of import or update you are performing.

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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.

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