Uploading Projects, Phases, Work Categories
Overview
Mosaic currently provides imports for the following:
- Projects
- Phases
- Work Categories
For other data types please see the guides for uploading into Mosaic, or get in touch with your Customer Success Manager for help.
Links to download import template:
You can expect most import requests to be completed in ~3 business days. If you are submitting a large amount of data, your CSM will provide an ETA on import completion after the file has been reviewed.
Please review this carefully before sending a data file to get imported
Please Note:
Ensure your data is accurate and all projects/phases/work categories are spelled correctly. Projects/phases/work categories will be created exactly as you’ve entered them on the import template.
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Ensure project and client information is consistent throughout the import template. For example, discrepancies like the following will create duplicates:
- Project ID: 21.001 v 21001
- Project Name: 56 E 89th Street v 56 East 89th Street
- Phases: SD v Schematic Design
- Client: John Smith v Mr. J Smith
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If Mosaic is integrated with your financial tool, ensure the names/IDs on the import template match what is in Mosaic
Projects
| Fields | Guide | Example | Required |
|---|---|---|---|
| Portfolio Name | You can group projects into portfolios (i.e., folders), this is the name of the portfolio you would like the project in. You can create portfolios & move projects once you are in Mosaic too. Notes: If you are opening up the import tool within a specific portfolio page, your projects will be automatically imported under that portfolio name. If you are opening up the Projects import tool from the Settings > Import Tab, you must specify a portfolio name. | Residential Projects | Yes |
| Project Title | The project's title. | 125 Bluestone Way | Yes |
| Project Number | The project's number. | 210050 | Yes |
| Project Client | The client or customer associated with the project. | Jake & Sally Anders | No |
| Project Description | The project's description. | Residential development permit application for 125 Bluestone Way | No |
| Project Billable | Whether time spent working on the project can be charged to the client. Note: accepted values = "true" or "false. The default value is "false". | true | No |
| Project Budget Status | You can only choose one of the options currently supported for a project. Note: accepted values = "proposal", "hold", "active" or "complete". | active | Yes |
| Project Priority | Urgency of the project. Note: accepted values = "Low", "Medium" or "High". | High | No |
| Project Region | The region that the project is located in. You either choose existing Project Region names within the team or provide a new Project Region name to be created. Note: If the Project Region does not exist, Mosaic will create a new Region. | Ontario | No |
| Project Office | The office that the project is located in You either choose existing Project Office names within the team or provide a new Project Office name to be created. Note: If the Project Office does not exist, Mosaic will create a new Office. | Toronto | No |
| Project Discipline | The discipline of the project You either choose existing Project Discipline names within the team or provide a new Project Discipline name to be created. Note: If the Project Discipline does not exist, Mosaic will create a new Discipline. | Civil Engineering | No |
Phases
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You can import both Phases or Milestones through the Phases Import.
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Phases by Mosaic's definition are a sub-section of a Project. Phases typically separate out different stages, or resources involved in a Project. See definition here.
Milestones
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Milestones by Mosaic's definition represent goals for a team of Members or for a Project. See definition here.
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Milestones only have the following required fields:
- Phase Is Milestone
- Phase Name
- Start Date (should be the same as end date)
- End Date (should be the same as start date)
Please Note:
If you are importing Phases, you must include all required Project fields (also mentioned in the table below).
| Fields | Guide | Example | Required |
|---|---|---|---|
| Portfolio Name (Project Field) | The name of the portfolio that the project is associated with. | Residential Projects | Yes |
| Project Title (Project Field) | The title of the project associated with the phase. | 125 Bluestone Way | Yes |
| Project Number (Project Field) | The number of the project associated with the phase. | 210050 | Yes |
| Project Budget Status (Project Field) | You can only choose one of the options currently supported for a project. Note: accepted values = "proposal", "hold", "active" or "complete". | proposal | Yes |
| Phase Name | The title of the phase. | Construction Documents | Yes |
| Phase Number | The number of the phase. Note: Phase number is not required if the phase does not have a number in your financial tool that you are exporting phases from. | 140 | Yes |
| Phase Start Date | Start date for the phase. Notes: Start date must be before end date. All dates must be in YYYY-MM-DD format. | 2022-03-01 | Yes |
| Phase End Date | End date for the phase. Notes: End date must be after start date. All dates must be in YYYY-MM-DD format. | 2022-03-20 | Yes |
| Phase Budget Status | The status of the phase budget. Notes: accepted values = "not started", "hold", "active" or "complete". The default value is "not started". | active | Yes |
| Phase Fee | An estimated spend for the phase. | 1000 | No |
| Phase Budget | The amount of budget for the phase. | 1000 | No |
| Phase Contract Type | If the phase is billable, whether the contract is a fixed fee or hourly contract type. If the phase is not billable, the contract type is considered internal. Notes: If the phase is billable accepted values = "Fixed Fee" or "Hourly". If the phase is not billable accepted value = "Internal". | Fixed Fee | Yes |
| Phase Billable | Whether time spent working on the phase can be charged to the client. Notes: Phase Billable is not required if your phase is a milestone. If the phase is not a milestone, accepted values = "true" or "false". | true | Yes |
| Phase Budget With | The method of budgeting for the phase, either using the fee or member time. Notes: accepted values = "entered_budget", "spent_and_planned_time", "total_member_time". | spent_and_planned_time | No |
| Phase Is Milestone (Milestone Field) | Whether this phase is a milestone (e.g., deadline). Notes: accepted values = "true" or "false". The default value is "false". | false | No |
Work Categories
- Work Categories by Mosaic's definition are similar to sub-phases for grouping work for budgeting, reporting, and tasks. See definition here.
Please Note:
If you are importing Work Categories, you must include all required Phase fields and all required Project fields.
| Fields | Guide | Example | Required |
|---|---|---|---|
| Work Category Title | The title of the work category. Note: Not required if there is no work category under the project title + project number + phase title. | Planning | Yes |
| Work Category Start Date | Start date for the work category. Notes: You must enter a work category title in order to enter a start date. Start date must be before end date. All dates must be in YYYY-MM-DD format. | 2022-06-01 | Yes |
| Work Category End Date | End date for the work category Notes: You must enter a work category title in order to enter an end date. End date must be after start date. All dates must be in YYYY-MM-DD format. | 2022-06-25 | Yes |
| Work Category Billable | Whether time spent working on the work category can be charged to the client. Notes: ccepted values = "true" or "false". The default value will be "false". | true | No |
| Work Category Fee | An estimated spend for the work category. | 1000 | No |
| Work Category Budget | The amount of budget for the work category. | 1000 | No |
| Work Category Contract Type | If the work category is billable, whether the contract is a fixed fee or hourly contract type. If the work category is not billable, the contract type is considered internal. Notes: If the work category is billable accepted values = "Fixed Fee" or "Hourly". If the work category is not billable accepted value = "Internal". | Fixed Fee | Yes |
| Work Category Budget With | The method of budgeting for the work category, either using the fee or member time. Note: accepted values = "Entered Budget", "Spent and Planned Time", "Total Member Time". | Total Member Time | No |
- Navigate to Company Settings > Import page, and click +import button.
- Select Projects/Phases/Work Categories as data to import
- Select the file you would like to import using the file selector or drag and drop the file here.
- Once uploaded, the software will try to auto-map the information that we need. You can also change the mapped columns by clicking the dropdown from your columns. It may take some time for the information to auto-populate in our field columns.
- Once columns have been linked, and any red rows have been addressed, select "Continue" in the top right corner. Review your data once more and click submit.
Note: You should see this message when it's successfully uploaded
- Navigate to Company Settings -> Import to find your uploaded import in the Draft Import section. Click Import button.
- You can import the project as a new project or link the imported project with the existing project by clicking the New project and select an existing project.
- Link each phase, subphase, and/or work category by clicking Link or Create & Link New Work Category. On the right side, you can modify the name and number of the phase, subphase, and work category before linking them. Then click Save.
- Linked phase, subphase, and work category will show green linking icon. Once everything is linked, click confirm import on the top right.
- The import will show in the Processing section. Wait for the import to complete.
- Thats it! Once the file processing is completed, it will show in the Completed section. Please allow up to 24 hours for all Projects, Phases and Work Categories to finish populating on Mosaic.
Updated 16 days ago