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:

Projects/Phases/Work Categories csv 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

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

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).

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.

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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 + Upload button.
Select Projects/Phases/Work Categories as data to import. Deselect the Automatic Field Mapping option to prevent columns from automatically mapping, thereby avoiding potential improper data imports.
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.

By default the imported project will be imported as new.

To link this project with existing Mosaic project, click the New Project dropdown and select the project you want to link with.

Crete and link new phase, subphase, and/or work category by clicking Link or Create & Link New Work Category on new project or existing project.

To link the existing phase on the project to the imported project, click three-dot on the right of the phase and click link w/ existing phase. Then click the phase on the left side to link them.

Then click the phase on the left side and click save to link them.

Linked phase, subphase, and work category will show green linking icon. Once everything is linked, click confirm import on the top right.

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New Project confirmation
A confirmation modal will appear, displaying the total number of newly imported projects. If the number seems incorrect, click cancel and verify that all projects are mapped properly.

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.