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

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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.

  • 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
  • If Mosaic is integrated with your financial tool, ensure the names/IDs on the import template match what is in Mosaic

Projects

FieldsGuideExampleRequired
Portfolio NameYou 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.
Residential ProjectsYes

Note: 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.
Project TitleThe project's title125 Bluestone WayYes
Project NumberThe project's number210050Yes
Project ClientThe client or customer associated with the projectJake & Sally AndersNo
Project Description

(Coming soon)
The project's descriptionResidential development permit application for 125 Bluestone WayNo
Project BillableWhether time spent working on the project can be charged to the clientaccepted values = "true" or "false"No

Note: The default value is "false".
Project Budget StatusYou can only choose one of the options currently supported for a project.accepted values = "proposal", "hold", "active" or "complete"Yes
Project PriorityUrgency of the projectaccepted values = "Low", "Medium" or "High"No
Project RegionThe 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.
OntarioNo

Note: If the Project Region does not exist, Mosaic will create a new Region.
Project OfficeThe 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.
TorontoNo

Note: If the Project Office does not exist, Mosaic will create a new Office.
Project DisciplineThe discipline of the project

You either choose existing Project Discipline names within the team or provide a new Project Discipline name to be created.
Civil EngineeringNo

Note: If the Project Discipline does not exist, Mosaic will create a new Discipline.

Phases

  • You can import both Phases or Milestones through the Phases Import.

  • 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

  • Milestones by Mosaic's definition represent goals for a team of Members or for a Project. See definition here.

  • 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)

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Please Note:

If you are importing Phases, you must include all required Project fields (also mentioned in the table below).

FieldsGuideExampleRequired
Portfolio Name

(Project Field)
The name of the portfolio that the project is associated withResidential ProjectsYes
Project Title

(Project Field)
The title of the project associated with the phase125 Bluestone WayYes
Project Number

(Project Field)
The number of the project associated with the phase210050Yes
Project Budget Status

(Project Field)
You can only choose one of the options currently supported for a project.accepted values = "proposal", "hold", "active" or "complete"Yes
Phase NameThe title of the phaseConstruction DocumentsYes

Note: Phase title is not required if the project does not have a phase yet.
Phase NumberThe number of the phase140Yes

Note: Phase number is not required if the phase does not have a number in your financial tool that you are exporting phases from.
Phase Start DateStart date for the phase2022-03-01

Note: All dates must be in YYYY-MM-DD format.
Yes

Note: Start date must be before end date.
Phase End DateEnd date for the phase2022-03-20

Note: All dates must be in YYYY-MM-DD format.
Yes

Note: End date must be after start date.
Phase Budget StatusThe status of the phase budgetaccepted values = "not started", "hold", "active" or "complete"Yes

Note: The default value is "not started".
Phase FeeAn estimated spend for the phase1000No
Phase BudgetThe amount of budget for the phase1000No
Phase Contract TypeIf 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.
If the phase is billable accepted values = "Fixed Fee" or "Hourly"

If the phase is not billable accepted value = "Internal"
Yes
Phase BillableWhether time spent working on the phase can be charged to the client**If the phase is not a milestone, accepted values = "true" or "false"Yes

Note: Phase Billable is not required if your phase is a milestone.
Phase Is Milestone

(Milestone Field)
Whether this phase is a milestone (e.g., deadline)accepted values = "true" or "false"No

Note: The default value is "false".
Phase Budget With

(Coming soon)
The method of budgeting for the phase, either using the fee or member timeaccepted values = "entered_budget", "spent_and_planned_time", "total_member_time"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.

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Please Note:

If you are importing Work Categories, you must include all requiredPhase fields and all required Project fields.

FieldsGuideExampleRequired
Work Category TitleThe title of the work categoryPlanningYes

Note: Not required if there is no work category under the project title + project number + phase title.
Work Category Start DateStart date for the work category2022-06-01

Note: All dates must be in YYYY-MM-DD format.
Yes

Note: You must enter a work category title in order to enter a start date. Start date must be before end date.
Work Category End DateEnd date for the work category2022-06-25

Note: All dates must be in YYYY-MM-DD format.
Yes

Note: You must enter a work category title in order to enter an end date. End date must be after start date.
Work Category BillableWhether time spent working on the work category can be charged to the clientaccepted values = "true" or "falseNo

Note: The default value will be "false".
Work Category FeeAn estimated spend for the work category1000No
Work Category BudgetThe amount of budget for the work category1000No
Work Category Contract Type

(Coming soon)
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.
If the work category is billable accepted values = "Fixed Fee" or "Hourly"

If the work category is not billable accepted value = "Internal"
Yes
Work Category Budget With

(Coming soon)
The method of budgeting for the work category, either using the fee or member timeaccepted values = "entered_budget", "spent_and_planned_time", "total_member_time"No