BQE Core Visual Settings Guide
A visual walkthrough of every BQE Core integration setting in Mosaic
What this page covers: This guide walks through each provisioning setting available in the BQE Core integration. Use it to plan your configuration before onboarding, reference during setup, or review when adjusting settings later.
| Applies to | BQE Core (Cloud, OAuth) |
| When to use | Before onboarding, during setup, or when changing settings |
| Related guides | BQE Core Integration Setup |
Overview
These provisioning settings control how data flows between BQE Core and Mosaic. Each setting determines whether a specific data type is transferred, how it is mapped, and what values are used.
The choices you make here should align with the Standard Operating Procedures (SOP) discussed with your Customer Success Manager (CSM). These settings bring in the data to match your expected workflows.
Settings are organized by data type. Each section covers the configuration options, setting values, and numbering.
Before you apply settings: Selecting Transfer or Automatically linked for Projects and Phases will immediately begin syncing all matching records. It is strongly recommended to save as draft first, then apply after your onboarding/SOP call with your CSM and Solutions Engineers.
Sections at a Glance
| Section | What It Covers |
|---|---|
| Connection | OAuth credentials for connecting to BQE Core |
| Members | Member records, Roles, Cost Rates, and Bill Rates |
| Portfolios | Organizing Projects into Portfolio folders |
| Projects | Project linking, statuses, fees, and naming |
| Phases | Phase linking, statuses, archiving, and ordering |
| Work Categories | Activity item linking from BQE Core |
| Time Entries | Timesheet data, billable status, hourly rates, and approval status |
Connection
Connection Settings
1. Connection Credentials
In Mosaic
Connection Credentials allow Mosaic to authenticate and connect to your BQE Core environment. BQE Core uses an OAuth-based connection — you authorize Mosaic from within BQE Core, and BQE Core returns the access and refresh tokens that Mosaic stores securely.
In BQE Core: Authorization is performed by signing in to BQE Core with your administrator credentials when prompted by Mosaic. BQE Core issues the OAuth tokens automatically — there are no API keys to copy or paste.[Screenshot placeholder]
To Get Started
- Follow the full setup instructions in the BQE Core Integration Setup guide.
- From the Mosaic integration settings modal, initiate the connection — you will be redirected to BQE Core to sign in and authorize the integration.
- After authorizing, you will be redirected back to Mosaic and the connection will be marked as active.
After authorizing, Mosaic verifies the connection by fetching sample records. If the test fails, double-check that the BQE Core user account has the required permissions and that your BQE Core subscription includes API access.
OAuth tokens can expire or be revoked. Periodically return to this section to confirm the connection is still active so syncing is not interrupted.
Members
Members in Mosaic represent the people in your organization — your BQE Core employees. Each Member must be manually linked in Mosaic to their corresponding BQE Core employee record. The settings below control which Member fields are transferred and how they are mapped.
Member Settings
1. Standard Roles
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In Mosaic
Standard Roles define the set of available Roles that can be assigned to Members across the platform. These are used for resource planning, filtering, and rate calculations.
In BQE Core: Standard Roles are derived from the Title field on the BQE Core employee record. Each unique title becomes a Standard Role in Mosaic.[Screenshot placeholder]
Setting Options
- Transfer — The full list of BQE Core employee titles will appear as available Roles in Mosaic. Any changes to titles in BQE Core will overwrite the corresponding Roles in Mosaic on each sync.
- Do not transfer — Roles must be created and maintained manually within Mosaic. Choose this if your firm manages Roles independently or if BQE Core titles do not align with how your team plans work.
2. Default Roles
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In Mosaic
A Member's Default Role determines which Role is automatically assigned when they are added to a Project. This drives resource planning defaults and rate assignments.
In BQE Core: The Default Role maps to the Title field on the employee record.[Screenshot placeholder]
Setting Options
- Transfer — Each Member's Default Role is kept in sync with BQE Core. Any time the employee's title changes in BQE Core, it will be updated in Mosaic on the next sync.
- One time at first link — The Role is transferred once during the initial Member link. After that, the Role can be changed independently in Mosaic without being overwritten.
3. Cost Rates
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In Mosaic
Cost Rates represent a Member's salary or expected cost per hour. They appear on Member profiles and are used for financial calculations including profit margins, project health metrics, and budget forecasting.
In BQE Core: Cost Rates come from the Member Rate entries associated with each employee. BQE Core supports rate entries with effective start and end dates.[Screenshot placeholder]
You must Enable Cost Rates for the Organization to transfer Cost Rates. This setting is controlled by the Cost Rates feature flag — contact your Mosaic team if this option is not visible.
Setting Options
- Transfer — Each Member's Cost Rate entries are kept in sync with BQE Core, including effective date ranges.
- Do not transfer — Cost Rates must be managed manually in Mosaic.
4. Bill Rates
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In Mosaic
Member Bill Rates from BQE Core are synced as date-ranged rate entries on each Member. This setting controls whether incoming BQE Core bill rates overwrite bill rates that already exist on the Member in Mosaic, or whether they are added alongside existing rates.
In BQE Core: Member Bill Rates are stored as rate entries with effective start and end dates on each employee record.[Screenshot placeholder]
Setting Options
- Override — Existing Mosaic bill rates for the Member are overwritten by the BQE Core rate entries on each sync. Use this when BQE Core is the source of truth for bill rates.
- Do not override (default) — Incoming BQE Core bill rates are added to the Member without removing or overwriting existing Mosaic rates. Use this when you maintain a separate rate history in Mosaic.
This setting applies to the Member-level bill rates only. Project-level bill rate assignments are not currently synced from BQE Core.
Portfolios
Portfolio Settings
1. Default for new Projects
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In Mosaic
A Portfolio is a folder used to organize multiple Projects — for example, by department, client, manager, or type of work. This setting determines which Portfolio newly linked BQE Core Projects are placed into by default.
In BQE Core: There is no direct equivalent to Portfolios in BQE Core. This is a Mosaic-only organizational concept.
Setting Options
- No Portfolio (default) — Newly linked Projects will not be assigned to any Portfolio. They can be moved into a Portfolio manually later.
- Import — A built-in Portfolio provided by Mosaic specifically for integration-linked Projects. Convenient if you want all imported Projects to land in one place before being organized further.
- [Your Portfolios] — Select any other existing Mosaic Portfolio to automatically place newly linked BQE Core Projects into that Portfolio.
This setting only applies to new Projects at the time they are first linked. It does not retroactively move existing linked Projects.
Many firms start by selecting Import as the default, then periodically sort imported Projects into department- or client-specific Portfolios.
Projects
Project Settings
1. Linking Method
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In Mosaic
This setting determines how BQE Core Projects are connected to Mosaic. Importing means bringing a Project from BQE Core into Mosaic for the first time. Linking means establishing an ongoing connection so that changes in BQE Core are synced to Mosaic automatically.
In BQE Core: Projects are managed in the Projects module. The data imported includes: billable status, project status, start/end dates, client information, project fee (contract amount), archived status, project code, and project name.[Screenshot placeholder]
Setting Options
- Manually linked — No Projects will be automatically linked. You choose which BQE Core Projects to import and link on a project-by-project basis.
- Automatically linked — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. You can configure filters to include or exclude specific sets of Projects. Projects that do not meet the criteria may be manually linked.
2. Linked Project and Phase Titles
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In Mosaic
This setting controls whether Mosaic keeps Project and Phase titles in sync with BQE Core, or allows them to diverge after the initial link.
Setting Options
- Overwrite — Mosaic Project and Phase titles will match the BQE Core names after changes in BQE Core. If a linked title is edited in Mosaic, it will be overwritten back to match on the next sync.
- Do not overwrite — Mosaic Project and Phase titles can be edited independently. Mismatched titles can make it harder to identify matching Projects across systems.
If you choose Overwrite, ensure that team members do not edit Project or Phase titles directly in Mosaic, as those changes will be lost on the next sync.
3. Project and Phase Billable
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In Mosaic
The billable status indicates whether a Project or Phase is charged to the client. This is used for financial reporting accuracy across the platform.
In BQE Core: Billable status is derived from the Contract Type on the Project or Phase record.
| BQE Core Contract Type | Mosaic Billable Status |
|---|---|
| Marketing | Not Billable |
| Overhead | Not Billable |
| All other types | Billable |
Setting Options
- Transfer — Billable statuses stay in sync. Any time the Contract Type changes in BQE Core, it will be updated in Mosaic on the next sync.
- Do not transfer — Mosaic is the source of truth for billable status. Useful if your team categorizes billable work differently in Mosaic.
4. Project and Phase Dates
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In Mosaic
Project and Phase start and end dates drive timelines, scheduling, and resource planning in Mosaic.
In BQE Core: Dates come from the Start Date, Due Date, and Completed On fields on the Project or Phase record. Mosaic uses the Completed On date as the end date when present; otherwise it uses Due Date.[Screenshot placeholder]
Setting Options
- Transfer — Timelines in Mosaic stay in sync with BQE Core. If dates change in BQE Core, Mosaic schedules update automatically.
- One time at first link — Dates are imported during the initial link and can then be adjusted independently in Mosaic.
If you choose Transfer, avoid editing Project or Phase dates directly in Mosaic — those changes will be overwritten on the next sync.
5. Project and Phase Fee
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In Mosaic
The Fee represents the total amount you plan to bill for a Project, or the portion allocated to a specific Phase. It is used for budget tracking across the platform.
In BQE Core: The Fee value comes from the Contract Amount field on the Project or Phase record.[Screenshot placeholder]
Setting Options
- Transfer — The Fee for each Project and Phase stays in sync with BQE Core. Contract Amount changes will overwrite the corresponding values in Mosaic on each sync.
- One time at first link — Fees are imported during the initial link and can then be adjusted independently in Mosaic.
6. Project Status Mapping
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In Mosaic
Maps each BQE Core project status to a corresponding Mosaic Project status. The mapping is applied any time a project's status changes in BQE Core.
In BQE Core: Project Status is set on the Project record and includes the values Active, Completed, Hold, Inactive, Canceled, and Draft.
Default Mapping
| BQE Core Status | Default Mosaic Project Status |
|---|---|
| Active | Active |
| Completed | Complete |
| Hold | Hold |
| Inactive | Hold |
| Canceled | Hold |
| Draft | Proposal |
Setting Options
For each BQE Core status, select the Mosaic Project status that should be applied. The change is applied when the status is updated in BQE Core.
7. Archived Projects
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In Mosaic
Archiving hides Projects from active planning views but preserves all data and associations for historical tracking and reporting. This is a non-destructive action.
In BQE Core: Archiving is triggered by the Status field on the Project record. Projects with status Canceled or Inactive are archived in Mosaic automatically.[Screenshot placeholder]
Setting Options
Projects in BQE Core with status Canceled or Inactive are archived in Mosaic by default. Archived Projects also archive any related Work Plans.
Archiving removes Projects from active planning views. Review your status mapping strategy before changing statuses in BQE Core.
8. Project-level Roles
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In Mosaic
Controls whether BQE Core project staff classifications are transferred to Mosaic as project-level Member Roles.
In BQE Core: Project-level Roles are assigned on the Project's staff list, where each employee can have a specific Classification for that Project.[Screenshot placeholder]
Setting Options
- Transfer — Member Role assignments at the Project level will overwrite the corresponding assignments in Mosaic on each sync.
- Do not transfer — Project-level Roles must be managed manually in Mosaic.
Phases
Phase Settings
1. Linking Method
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In Mosaic
A Phase is a distinct stage within a Project's lifecycle, with its own date range, Fee, and status. This setting determines how BQE Core Phases are connected to Mosaic.
In BQE Core: Phases are modeled as sub-projects under a root project. They appear in the BQE Core Projects module with the parent project set.
Setting Options
- Manually linked — No Phases will be automatically linked. You choose which BQE Core Phases to import and link on a phase-by-phase basis.
- Automatically linked — All Phases that meet the filter criteria will be automatically linked.
2. Phase Order
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In Mosaic
This setting controls how Phases within a Project are ordered in Mosaic.
In BQE Core: Phase ordering comes from the Phase Order field on the Phase record.
Setting Options
- Phase Order — Uses the explicit Phase order from BQE Core. Overwrites Phase order in Mosaic.
- Set on Mosaic — Phase order is managed entirely within Mosaic.
Maintain a single source of truth for ordering consistency. If you choose a BQE Core-synced option, avoid reordering Phases manually in Mosaic.
3. Archive Behavior for Phases
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In Mosaic
Configures which BQE Core Phase statuses should automatically trigger archiving in Mosaic. This is independent of how Project archiving is handled.
In BQE Core: Phases use the same status values as Projects (Active, Completed, Hold, Inactive, Canceled, Draft).
Setting Options
- Archive canceled phases — Phases with status Canceled in BQE Core are archived in Mosaic.
- Archive inactive phases — Phases with status Inactive in BQE Core are archived in Mosaic.
You can enable both, one, or neither option. Archived Phases also archive related Work Plans.
4. Inactive Phase Status
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In Mosaic
When a Phase in BQE Core has a status of Inactive or Canceled, this setting determines the Mosaic Phase status to use instead of the default mapping.
In BQE Core: Phases with Inactive or Canceled status may be tracked differently from canceled projects. This setting lets you control how they show up in Mosaic.
Setting Options
Select the Mosaic Phase status (such as Hold, Not Started, or another available status) that should be applied when a BQE Core Phase is set to Inactive or Canceled. If left unset, the default Project Status Mapping is used.
5. Phase Status Mapping
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In Mosaic
Maps each BQE Core phase status to a corresponding Mosaic Phase status. The mapping is applied any time a phase's status changes in BQE Core.
Default Mapping
| BQE Core Status | Default Mosaic Phase Status |
|---|---|
| Active | Active |
| Completed | Complete |
| Hold | Hold |
| Inactive | Not Started |
| Canceled | Not Started |
| Draft | Not Started |
Setting Options
For each BQE Core status, select the Mosaic Phase status that should be applied. The change is applied when the status is updated in BQE Core.
Work Categories
Work Category Settings
1. Linking Method
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In Mosaic
Work Categories classify the type of work being performed (e.g., Design, Project Management, Research). They are used to categorize Time Entries across Projects.
In BQE Core: Work Categories correspond to Activity Items in BQE Core.
Setting Options
- Manually linked — No Work Categories will be automatically linked. You choose which to import individually.
- Automatically linked — All Work Categories that meet the criteria will be automatically linked using system matching logic.
2. Billable Status
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In Mosaic
Each Work Category has a billable flag that determines whether time logged against it can be billed to clients by default.
In BQE Core: The billable flag is set on each Activity Item.
Setting Options
- Transfer — Billable statuses for Work Categories stay in sync with BQE Core.
- Do not transfer — Billable statuses must be managed manually in Mosaic.
Time Entries
Time Entry Settings
1. Transfer
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In Mosaic
Time Entries are records of a Member's actual hours spent on Projects, usually entered on timesheets. They appear in Project Spent tabs, power budget analysis, and enable management features like approve/reject, billable overrides, rate resets, and bulk edits.
In BQE Core: Time Entries come from the Time Entries module. Mosaic syncs Time Entries along with their approval workflow state (Submitted, Approved, Rejected, or Not Submitted).[Screenshot placeholder]
Setting Options
- Transfer — Time Entries are synced from BQE Core, including the current approval status from the BQE Core workflow.
- Do not transfer — No Time Entry data will flow from BQE Core. You can still import via CSV or enter manually.
2. Billable Status
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In Mosaic
The billable status on a Time Entry indicates whether the recorded hours are chargeable to a client. This is independent of whether the Project or Phase itself is marked as billable.
In BQE Core: The billable flag is set on each individual Time Entry record.
Setting Options
- Transfer — Time Entry billable statuses stay in sync with BQE Core.
- One time at first link — The billable status is set during initial transfer and can then be overridden in Mosaic.
- Do not transfer — Billable statuses must be managed manually in Mosaic.
3. Hourly Rates
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In Mosaic
Hourly Rates are the billing rates associated with each individual Time Entry record. They affect the spent amounts shown in Project budget views.
In BQE Core: Hourly Rates come from the Bill Rate field on each Time Entry.[Screenshot placeholder]
Setting Options
- Transfer (Recommended) — BQE Core Time Entry hourly rates will be transferred to Mosaic after changes in BQE Core. This setting will overwrite hourly rates on Mosaic.
- One time at first link — BQE Core Time Entry hourly rates will only be transferred to Mosaic when the BQE Core Time Entry is first linked. After that, rates can be adjusted independently in Mosaic.
- Do not transfer — Time Entry hourly rates will not be transferred from BQE Core. Mosaic-created timesheets use Mosaic rates, and BQE Core rate changes do not update linked Time Entries.
Contact the Mosaic Solutions team if you need assistance configuring any of these settings or if you'd like to discuss the best configuration for your workflow.
Updated 1 day ago