Preparing the PM Template:

1. Create a new copy of the latest Client PM Template file, rename file [Property Name] Preventive Maintenance Template
2. Place the new file in proper folder in the Operations > Existing Clients
3. If you have the client’s building name/names enter them in the Equipment page replacing the demo building names in the Building column.

Walking the client through the PM template:

1. Follow the latest version of the client facing PM template guide for recommended steps.
2. Remind the client to first fill out the Equipment and Task List pages before moving on to the Scheduling Worksheet.
   1. If a piece of equipment or a task is renamed after it is matched on the Scheduling Worksheet you will get an import error. It is important to explain to the clients not to do this.
3. Remind client that the Equipment names and Task Names must be unique. Both of these have conditional formatting rules to discourage giving multiple cells the same name.
4. Client must pick a system for equipment. Pick the best fit. This does not affect usage in any way.
5. Tasks must have at least one step added, even if that step is a single character as a placeholder.
6. Tasks must have a time estimate assigned to them. No need to put “0” for one of the values. OK to leave blank.
7. Tasks must have a Trade assigned to them. Pick the best fit. This does not affect the functionality in any way.
8. If a task has over 100 steps use a three digit number.
9. If they ask the template can support the following:
   1. 750 pieces of equipment
   2. 350 tasks
   3. 250 steps/task
   4. 10 schedules per-piece of equipment

This is multiples bigger than anything already in the WS system.

10. Remind clients that they can input equipment or tasks that are not matched up on the schedule page. Our system will import them and store them for later.
11. After the call click the Share button and create a link to the PM template that allows anyone with the link to edit. Give the document the password “Workspace” and send this link along with the instructions to the client.

Preparing the template for import:

1. Before importing check the spreadsheet for any errors such as highlighted cells indicating invalid or missing fields.
2. Once the client confirms they have completed the template and you are satisfied with the quality of the data you should save a separate copy of the template on your desktop, leaving the original version in the SharePoint as backup.
3. Open the desktop version of the file and unprotect the Equipment, Task List, and Scheduling Worksheet pages. The password for each is “WSAdmin”
4. Unhide all columns in the Scheduling tab.
5. Find the latest version of the [Internal] Implementation Template with Macros Excel spreadsheet and create a new copy of this spreadsheet named “[PROPERTY NAME] Implementation Template With Macros” on your computer.
   1. Working off a copy VERY IMPORTANT. The macro destroys the original spreadsheet. If you have Autosave on while running the macro there is no recovering data. To say it again: never import data into the original copy of the Implementation Template with Macros.
6. Once you are 100% certain you are working in a client specific copy of the implementation template copy open it on the desktop version of Excel.
7. If you have the default security settings Excel will show a SECURITY WARNING, click the “Enable Content” button.
   
8. You will notice the Macro Template has the same tabs as the Client Template. You will now copy over the data from the Client Template into the Macro Template.
9. On the Equipment page of the Client template click the top left square in the template to select the entire page.
   
10. Click on the top left corner of the Equipment page in the Macro Template and paste the information. It is important that you paste the data beginning in cell A1.
11. Repeat this with the information on the Task List and Scheduling Worksheet. Be aware that pasting the Task List can take a couple minutes.
12. Once you have pasted the information click the View tab and on the far right click Macros.
    
    
13. The only macro available should be Prepare_For_Upload. Make sure it is selected and click “Run” (NOTE: You can not stop this or reverse this action once clicked, be sure this is what you’re ready to do)
    
14. While running the macro will ask if you want to “permanently delete this sheet.” Click Delete. You will get this popup four times.
    
15. Once the macro has finished running you will receive this encouraging popup. Click OK.
    
16. As per the instructions on the popup save the file in the Excel 97 – 2000 format.
17. At this point it is a good idea to look through the sheet for any errors or fields that are unintentionally blank. Any fields labeled #NA mean that the Client template was not filled out correctly.

A few errors that have popped up before:

Tasks created with no steps

• Equipment or Tasks renamed after assigning them to a Schedule

If there are any errors you may be able to manually fix them on the import template or you may have to go back to the Client version, correct them, and then create a new Macro template to run this process again.

• Import the template into WorkSpace under Settings > Property Import