Uploading Projects, Subphases and Work Categories (Coming Soon)

While Mosaic can be used to input projects, subphases and work categories - projects, subphases and work categories can also be uploaded from other tools to Mosaic for complete budgets and details on the progress of your projects.

To upload projects, subphases and work categories via CSV:

  1. Confirm either Mosaic Support or your Customer Success Manager have enabled the projects, subphases and work categories upload tool on your account. To request this tool be added to your account, reach out to our team via [email protected]
  2. Next, download the projects, subphases and work categories import template here:

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/subphases are spelled correctly. Projects/subphases 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: 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

  • You can import Projects through the Projects CSV Import.

  • Projects by Mosaic's definition are groupings of work to be completed. Projects can be associated with Members who work on the Project, a time period, a Client and Work Plans. See definition here.

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.

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.
Residential ProjectsYes
ProjectTitle of Project.125 Bluestone WayYes
Project Ref#Project Reference Number.210050Yes
Project ClientThe client or customer associated with the project.Jake & Sally AndersNo
Project DescriptionThe project's description.Residential development permit application for 125 Bluestone WayNo
Project Budget StatusThe status of the project budget.

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

Note: accepted values = "proposal", "hold", "active" or "complete".
proposalYes
Project PriorityUrgency of the project.

Note: accepted values = "Low", "Medium" or "High".
MediumNo
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.

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

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

Note: If the Project Discipline does not exist, Mosaic will create a new Discipline.
Civil EngineeringNo
Project Default Member RatesRate Type to apply to the Project.

Notes: accepted values = "Role Rates", "Member Rates", "Work Category Rates".

The default value is the Team Level Default Rate Group.
Role RatesNo
Project Rate GroupName of the Rate Group associated with the project.

Note: Only required when Project Default Member Rates has a value entered.
2023 Billing RatesYes
Independent Phase RatesWhether or not to use the Phase-Level Rates.

Notes: accepted values = "true", "false".

The default value is “true”.
trueNo
Project Budget Tracking

(Coming soon)
If you would like to track Project Budget by Hours or Currency (Dollars).

Notes: accepted values = "Currency", "Hours".

The default value is Currency.
Currency"No
Project Currency

(Coming soon)
The Currency for the Project Budget.

Note: accepted values = ISO 4217 Currency Codes ("USD", "CAD").
USDNo
Project Default Contract Type

(Coming soon)
If the project is billable, whether the default phase contract is a fixed fee or hourly contract type.

If the project is not billable, the default phase 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 FeeYes
Project Budget Tracking Level

(Coming soon)
Used to set default budgeting and planning for the project’s phases.

Notes: accepted values = "Off", "By Phase", "By Work Category".

The default value is "By Work Category".
By Work CategoryNo
Project Default Subphase Settings

(Coming soon)
Defines the default value used for the per-field Phase-level setting of new Phases.

Notes: accepted values = "Use Project Settings", "Use Parent Phase Settings".

The default value is the Project Default Subphase Settings.
Use Project SettingsNo
Project Rate Multipliers

(Coming soon)
When switched off, the project defaults will be used for new subphases. When switched on, parent phase settings will be used for new subphases.

Notes: accepted values = "On", "Off".

The default value is "On".
OnNo
Project Cost Rate Multiplier

(Coming soon)
Multiplier to apply to Cost Rates.

Notes: Valid range for the multiplier is 0.00 - 10.00.

Default is 1.0.
1.5No
Project Bill Rate Multiplier

(Coming soon)
Multiplier to apply to Bill Rates.

Notes: Valid range for the multiplier is 0.00 - 10.00.

Default is 1.0.
2.5No

Subphases

  • You can import Subphases or Milestones through the Subphases CSV Import.

  • Subphases by Mosaic's definition are a sub-section of a Project. Subphases 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
    • Phase Ref# (if applicable)
    • Subphase 1 (if applicable)
    • Subphase Ref# 1 (if applicable)
    • ...
    • Subphase 9 (if applicable)
    • Subphase Ref# 9 (if applicable)
    • 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 Subphases, 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 with.Residential ProjectsYes
Project

(Project Field)
The title of the project associated with the phase.125 Bluestone WayYes
Project Ref#

(Project Field)
The reference number of the project associated with the phase.210050Yes
Project Budget Status

(Project Field)
The status of the project budget.

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

Note: accepted values = "proposal", "hold", "active" or "complete".
holdYes
PhaseTitle of Phase.

Note: Phase Name is not required if the project does not have a phase yet.
Preliminary DesignYes
Phase Ref#Phase Reference Number.

Note: Phase Ref# is not required if the project does not have a phase yet.
100Yes
Subphase 1Title of 1st Subphase Level.Concept DevelopmentNo
Subphase Ref# 1Reference Number of 1st Subphase Level.120No
Subphase 2Title of 2nd Subphase Level.Construction DocumentsNo
Subphase Ref# 2Reference Number of 2nd Subphase Level.300No
............
Subphase 9Title of 9th Subphase Level.Blueprint DraftingNo
Subphase Ref# 9Reference Number of 9th Subphase Level.14No
Phase Start DateStart date for the phase.

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

Only required if Phase End Date is provided.

Start date must be before end date.
2022-03-01Yes
Phase End DateEnd date for the phase.

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

Only required if Phase Start Date is provided.

End date must be after start date.
2022-03-20Yes
Phase Budget StatusThe status of the phase budget.

Notes: accepted values = "Not Started", "Hold", "Active" or "Complete".

The default value is "Not Started".
Only required if importing a Phase (not required if importing a Milestone).
activeYes
Phase FeeAn estimated spend for the phase.1000No
Phase BudgetThe amount of budget for the phase.900No
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.

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

If the phase is not billable accepted value = "Internal".
Fixed FeeYes
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".
falseNo
Phase Default Member RatesRate Type to apply to the Phase

Notes: accepted values = "Role Rates", "Member Rates", "Work Category Rates".

The default value is the Project Default Subphase Settings.
Role RatesNo
Phase Rate GroupName of the Rate Group associated with the phase.

Note: This is only required when Phase Default Member Rates has a value entered.
2023 Phase RatesYes
Phase Budget Tracking LevelUsed to set budgeting and planning for the phase

Notes: accepted values = "Do not track time", "Use Project Setting", "Use Parent Setting", "Track time on Phase", "Track time by Work Category", “Match Project“, “Match Parent Phase“

The default value is “Track time on Phase”.
Track time on PhaseNo
Phase Budget WithThe method of budgeting for the phase, either using the fee or member time

Notes: accepted values = "Use Entered Budget", "Total Spent + Planned Time", "Subphases + Work Categories Budgets", "Total Member Time Budget".

The default value is “Use Entered Budget”.
Use Entered BudgetNo
Phase Bill Rate Multiplier

(Coming soon)
Multiplier to apply to Bill Rates for Spent / Planned Time on the Phase.

Note: Default is 1.0.
1.8No
Phase Cost Rate Multiplier

(Coming soon)
Multiplier to apply to Cost Rates for Spent / Planned Time on the Phase.

Note: Default is 1.0.
1.0No

Work Categories

  • You can import Work Categories through the Work Categories CSV Import.

  • Work Categories by Mosaic's definition is a way of organizing tasks into groups based on their purpose. See definition here.

FieldsGuideExampleRequired
Portfolio Name

(Project Field)
The name of the portfolio that the project is associated with.Residential ProjectsYes
Project

(Project Field)
The title of the project associated with the phase.125 Bluestone WayYes
Project Ref#

(Project Field)
The number of the project associated with the phase.210050Yes
Project Budget Status

(Project Field)
The status of the project budget.

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

Note: accepted values = "proposal", "hold", "active" or "complete".
activeYes
Phase

(Phase Field)
Name of Phase of Work.

Note: Phase Name is not required if the project does not have a phase yet.
Preliminary DesignYes
Phase Ref#

(Phase Field)
Phase Reference Number.

Note: Phase Ref# is not required if the project does not have a phase yet.
100Yes
Subphase 1

(Phase Field)
Name of 2nd Phase Level.Concept DevelopmentNo
Subphase Ref# 1

(Phase Field)
Phase Reference Number of 2nd Phase Level.120No
Subphase 2

(Phase Field)
Name of 3rd Phase Level.Construction DocumentsNo
Subphase Ref# 2

(Phase Field)
Phase Reference Number of 3rd Phase Level.300No
............
Subphase 9

(Phase Field)
Name of 10th Phase Level.Blueprint DraftingNo
Subphase Ref# 9

(Phase Field)
Phase Reference Number of 10th Phase Level.14No
Work CategoryTitle of Work Category.

Note: Not required if there is no work category under the project name + project number + phase name.
PlanningYes
Work Category Ref#Work Category Reference Number.B50No
Work Category Start DateStart date for the work category.

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

Not required if there is no work category under the project name + project number + phase name.

Only required if Work Category End Date is provided.

You must enter a work category title in order to enter a start date. Start date must be before end date.
2022-06-01Yes
Work Category End DateEnd date for the work category.

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

Not required if there is no work category under the + project number + phase name.

Only required if Work Category Start Date is provided.

You must enter a work category title in order to enter an end date. End date must be after start date.
2022-06-25Yes
Work Category FeeAn estimated spend for the work category.1000No
Work Category BudgetThe amount of budget for the work category.900No
Work Category Contract TypeIf the work category is billable, whether the contract is a fixed fee or hourly contract type.

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

If the work category is billable accepted values = "Fixed Fee" or "Hourly".

If the work category is not billable accepted value = "Internal".
Fixed FeeYes
Work Category Budget WithThe method of budgeting for the work category, either using the fee or member time.

Notes: accepted values = “Use Entered Budget”, “Total Spent + Planned Time”, "Total Member Time Budget", “Use % of Phase Budget”.

The default value is "Use Entered Budget".
Use Entered BudgetNo
  1. Navigate to Company Settings > Import page, and click on the + Import button.

  1. Select Projects/Phases/Work Categories as the Data to Import.

  1. Select the file you would like to import using the file selector or drag and drop the file here.
  1. 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.

  1. Once columns have been linked, and any red rows have been addressed, select "Continue" in the top right corner.

  1. Review your data once more and click Submit.
  1. When the data is successfully uploaded, you will see see a message like this, click Done to close the modal.
  2. Under the Draft Import section, click on the Import button for the file that was just uploaded to review the import.
  3. Within the first review modal, Employees can either be linked with existing or imported as new. Once you are finished reviewing your Employees, click Continue.
  4. In the next page, Projects and Phases can either be linked with existing or imported as new. Once you finish reviewing the Projects and Phases, click Confirm Import. Please allow up to 24 hours for all imports to finish populating on Mosaic.

Modifying the Draft Import

To unlink a Phase, click on the 3-dot menu above the Phase name and select Unlink.

To link with an existing Phase, click on the 3-dot menu above the Phase name and select Link w/Existing Phase.

  • This option will only appear when you click on the 3-dot menu of an existing Mosaic Phase under a Project. Please note that this is applicable only if the imported Project is associated with an existing Mosaic Project within your Team, and that Project has existing Phases.