Uploading Projects, Subphases and Work Categories

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Prerequisite for Importing Subphases

Ensure you have Subphases enabled in your Mosaic account. For more information on Subphases, see this Help Doc.

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Legacy Projects, Phases, Work Categories (without Subphases) Import

Documentation for the Legacy Projects, Phases, Work Categories (without Subphases) Importer can be found here.

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 vs. 21001
    • Project: 56 E 89th Street vs. 56 East 89th Street
    • Phases: SD vs. Schematic Design
    • Client: John Smith vs. 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.

Note: The Project Reference Number field (Project Ref#) is required in Mosaic's CSV import as it, combined with the Project Title, uniquely identifies each Project.
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

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
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 TypeWhether the contract is a fixed or hourly contract type.

Notes: accepted values = "Fixed" or "Hourly".
FixedYes
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 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

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
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 TypeWhether the contract of the work category is a fixed or hourly contract type.

Notes: Not required if there is no Work Category under the + Project number + Phase name.

accepted values = "Fixed" or "Hourly".
FixedYes
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.

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Column Mapping Filters:

To streamline the mapping process, you can filter fields by a variety of factors. These include mapped vs. unmapped, required vs. optional, field errors, warnings, skipped rows, fields with formulas, SmartFill or QuickFixes. In addition, you can filter by field type, specific fields themselves or simply search for fields.

Select which columns to show

Select the column types

Select required/optional fields or specific columns by name

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Red Highlighted Rows

Any boxes that appear in red indicate there is an error, which might be due to missing required fields, no matching values on Mosaic, or a typo. Please confirm if there is a typo, or if the value does not exist on Mosaic.

If this is a typo, you can update the value in the uploader in the "Our Column" section.

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Quick Fixes using Value Mapping:

Value Mapping allows you to associate the value with the correct option. You can choose from a list of approved options, which are set up in advance, and make these associations quickly and easily through a tool called the Value Mapping QuickFix.

  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. 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.

  1. 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.

  1. 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.

Legacy Projects, Phases, Work Categories Import (without Subphases)

Overview

If you do not have Subphases enabled in your account, you can still use the Legacy Projects, Phases, Work Categories Import (without Subphases).

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 uploading a data import file

🚧

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.

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 ProjectsYes
Project TitleThe project's title.125 Bluestone WayYes
Project NumberThe project's 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 BillableWhether time spent working on the project can be charged to the client.

Note: accepted values = "true" or "false".

The default value is "false".
trueNo

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.

Milestones

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

  • 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 with.Residential ProjectsYes
Project Title

(Project Field)
The title of the Project associated with the phase.125 Bluestone WayYes
Project Number

(Project Field)
The number of the Project associated with the phase.210050Yes
Phase NameThe title of the phase.Construction DocumentsYes
Phase NumberThe 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.
140Yes
Phase Start DateStart date for the phase.

Notes: Start date must be before end date.

All dates must be in YYYY-MM-DD format.
2022-03-01Yes
Phase End DateEnd date for the phase.

Notes: End date must be after start date.

All dates must be in YYYY-MM-DD format.
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".
activeYes
Phase FeeAn estimated spend for the phase.1000No
Phase BudgetThe amount of budget for the phase.1000No
Phase Contract TypeWhether the contract is a fixed or hourly contract type.

Notes: accepted values = "Fixed" or "Hourly".
FixedYes
Phase BillableWhether 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".
trueYes
Phase Budget WithThe 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_timeNo
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

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.

FieldsGuideExampleRequired
Work Category TitleThe title of the work category.

Note: Not required if there is no Work Category under the + Project number + Phase name.
PlanningYes
Work Category Start DateStart 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.
2022-06-01Yes
Work Category End DateEnd 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.
2022-06-25Yes
Work Category BillableWhether time spent working on the work category can be charged to the client.

Notes: Accepted values = "true" or "false".

The default value will be "false".
trueNo
Work Category FeeAn estimated spend for the work category.1000No
Work Category BudgetThe amount of budget for the work category.1000No
Work Category Contract TypeIf the work category is billable, whether the contract is a fixed or hourly contract type.

Notes: accepted values = "Fixed" or "Hourly".
FixedYes
Work Category Budget WithThe 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 TimeNo