Uploading Projects

Overview

Mosaic currently provides imports for the following:

  • Projects
  • Phases
  • Tasks

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 templates:

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 are spelled correctly. Projects/phases 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

Fields

Guide

Example

Required

Project Number

The project's number

210050

Yes

Title

The project's title

125 Bluestone Way

Yes

Portfolio

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.

Residential Projects

Yes

Note: If you are opening up the import tool within a specific portfolio page, your projects will be automatically imported under that portfolio name.

Client

The client or customer associated with the project

Jake & Sally Anders

No

Description

The project's description

Residential development permit application for 125 Bluestone Way

No

Billable (Coming soon)

Whether time spent working on the project can be charged to the client

accepted values = "true" or "false"

No

Budget Status (Coming soon)

You can only choose one of the options currently supported for a project.

accepted values = "proposal", "hold", "active" or "complete"

Yes

Priority (Coming soon)

Urgency of the project

accepted values = "Low", "Medium" or "High"

No

Region (Coming soon)

The region that the project is located in

Ontario

No

Office (Coming soon)

You can only choose existing office names within the team.

Toronto

No

Discipline (Coming soon)

The discipline of the project

Civil Engineering

No

Phases

Fields

Guide

Example

Required

Project Number

The number of the project associated with the phase

210050

Yes

Project Title

The title of the project associated with the phase

125 Bluestone Way

Yes

Phase Number

The number of the phase

140

No

Phase Title

The title of the phase

Construction Documents

No

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

Start Date

Start date for the phase

2022-03-01

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

Yes

Note: Start date must be before end date.

End Date

End date for the phase

2022-03-20

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

Yes

Note: End date must be after start date.

Fee

An estimated spend for the phase

1000

No

Board Name

The name of the portfolio that the project is associated with

Residential Projects

Yes

Budget (Coming soon)

The amount of budget for the phase

1000

No

Budget Status (Coming soon)

The status of the phase budget

accepted values = "not started", "hold", "active" or "complete"

Yes

Billable (Coming soon)

Whether time spent working on the phase can be charged to the client

accepted values = "true" or "false"

Yes

Contract Type (Coming soon)

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.

If the phase is billable accepted values = "Fixed Fee" or "Hourly"

If the phase is not billable accepted value = "Internal"

Yes

Is Milestone (Coming soon)

Whether this phase is a milestone (e.g., deadline)

accepted values = "true" or "false"

No

Work Categories (Coming soon)

📘

Please Note:

Work Categories by Mosaic's definition are similar to sub-phases for grouping work for budgeting, reporting, and tasks.
See definition here

Fields

Guide

Example

Required

Title (Coming soon)

The title of the work category

Planning

No

Note: Not required if there is no work category under the project title + project number + phase title.

Start Date (Coming soon)

Start date for the work category

2022-06-01

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

No

Note: You must enter a work category title in order to enter a start date. Start date must be before end date.

End Date (Coming soon)

End date for the work category

2022-06-25

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

No

Note: You must enter a work category title in order to enter an end date. End date must be after start date.

Billable (Coming soon)

Whether time spent working on the work category can be charged to the client

accepted values = "true" or "false

No

Fee (Coming soon)

An estimated spend for the work category

1000

No

Budget (Coming soon)

The amount of budget for the work category

1000

No

Scopes (Coming soon)

  • Scopes are used to encompass related work within a Project or for a specific team.

Fields

Guide

Example

Required

Description

The description is the title of the scope

Baseline Studies

Yes

Notes

Notes associated with the scope

Baseline studies to determine the existing conditions of the project site

No

Start Date

Start date for the scope

2022-03-01

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

No

Note: Start date must be before end date.

End Date

End date for the scope

2022-03-25

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

No

Note: End date must be after start date.

Email

Email of the member associated with the scope

[email protected]

Yes

Portfolio Name

The name of the portfolio that the project is associated with

Residential Projects

Yes

Project Title

The title of the project that the scope is associated with

125 Bluestone Way

Yes

Project Number

The number of the project that the scope is associated with

210050

Yes

Phase Title

The title of the phase that the scope is associated with

Construction Documents

Yes

Phase Number

The phase number that the scope is associated with

1

Yes

Work Category Title

The title of the work category that the scope is associated with

Planning

Yes

Tasks (Coming soon)

📘

Please Note:

Tasks by Mosaic's definition are a specific item of work associated with a Project.
See definition here

Fields

Guide

Example

Required

Description

The description is the title of the task

Take a look at the new designs for 125 Bluestone Way

Yes

Start Date

Start date for the task

2022-03-01

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

No

Note: Start date must be before end date.

End Date

End date for the task

2022-03-25

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

No

Note: End date must be after start date.

Email

Email of the task's assignee.

The assignee is the person responsible for doing the work.

[email protected]

Yes

Project Title

The title of the project that the task is associated with

125 Bluestone Way

Yes

Project Number

The number of the project that the task is associated with

210050

Yes

Portfolio Name

The name of the portfolio that the project is associated with

Residential Projects

Yes

Phase Title

The title of the phase that the task is associated with

Construction Documents

Yes

Phase Number

The phase number that the task is associated with

1

Yes

Work Category Title

The title of the work category that the task is associated with

Planning

Yes

Notes

Notes associated with the task

Email Bob the construction documents

No

Time Estimates

Estimated hours to complete the task

10

No

Priority

Urgency of the task

accepted values = "Priority 1", "Priority 2", "Priority 3" or "Priority 4"

No

Status

Custom status for the task

Any string.

Note: If the string does not match an existing status in this project, it will be created. It's better practice to use a string that matches an existing status.

No