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:
- 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]
- 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
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.
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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
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If Mosaic is integrated with your financial tool, ensure the names/IDs on the import template match what is in Mosaic
Projects
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You can import Projects through the Projects CSV Import.
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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.
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. 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 Projects | Yes |
Project | Title of Project. | 125 Bluestone Way | Yes |
Project Ref# | Project Reference 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 Budget Status | 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". | proposal | Yes |
Project Priority | Urgency of the project. Note: accepted values = "Low", "Medium" or "High". | Medium | 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 |
Project Default Member Rates | Rate 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 Rates | No |
Project Rate Group | Name of the Rate Group associated with the project. Note: Only required when Project Default Member Rates has a value entered. | 2023 Billing Rates | Yes |
Independent Phase Rates | Whether or not to use the Phase-Level Rates. Notes: accepted values = "true", "false". The default value is “true”. | true | No |
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"). | USD | No |
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 Fee | Yes |
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 Category | No |
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 Settings | No |
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". | On | No |
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. | 1.5 | No |
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. | 2.5 | No |
Subphases
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You can import Subphases or Milestones through the Subphases CSV Import.
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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
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Milestones by Mosaic's definition represent goals for a team of Members or for a Project. See definition here.
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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)
Please Note:
If you are importing Subphases, 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 (Project Field) | The title of the project associated with the phase. | 125 Bluestone Way | Yes |
Project Ref# (Project Field) | The reference number of the project associated with the phase. | 210050 | Yes |
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". | hold | Yes |
Phase | Title of Phase. Note: Phase Name is not required if the project does not have a phase yet. | Preliminary Design | Yes |
Phase Ref# | Phase Reference Number. Note: Phase Ref# is not required if the project does not have a phase yet. | 100 | Yes |
Subphase 1 | Title of 1st Subphase Level. | Concept Development | No |
Subphase Ref# 1 | Reference Number of 1st Subphase Level. | 120 | No |
Subphase 2 | Title of 2nd Subphase Level. | Construction Documents | No |
Subphase Ref# 2 | Reference Number of 2nd Subphase Level. | 300 | No |
... | ... | ... | ... |
Subphase 9 | Title of 9th Subphase Level. | Blueprint Drafting | No |
Subphase Ref# 9 | Reference Number of 9th Subphase Level. | 14 | No |
Phase Start Date | Start 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. | 2022-03-01 | Yes |
Phase End Date | End 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. | 2022-03-20 | 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". Only required if importing a Phase (not required if importing a Milestone). | active | Yes |
Phase Fee | An estimated spend for the phase. | 1000 | No |
Phase Budget | The amount of budget for the phase. | 900 | 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 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 |
Phase Default Member Rates | Rate 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 Rates | No |
Phase Rate Group | Name of the Rate Group associated with the phase. Note: This is only required when Phase Default Member Rates has a value entered. | 2023 Phase Rates | Yes |
Phase Budget Tracking Level | Used 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 Phase | No |
Phase Budget With | The 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 Budget | No |
Phase Bill Rate Multiplier (Coming soon) | Multiplier to apply to Bill Rates for Spent / Planned Time on the Phase. Note: Default is 1.0. | 1.8 | No |
Phase Cost Rate Multiplier (Coming soon) | Multiplier to apply to Cost Rates for Spent / Planned Time on the Phase. Note: Default is 1.0. | 1.0 | No |
Work Categories
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You can import Work Categories through the Work Categories CSV Import.
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Work Categories by Mosaic's definition is a way of organizing tasks into groups based on their purpose. See definition here.
Fields | Guide | Example | Required |
---|---|---|---|
Portfolio Name (Project Field) | The name of the portfolio that the project is associated with. | Residential Projects | Yes |
Project (Project Field) | The title of the project associated with the phase. | 125 Bluestone Way | Yes |
Project Ref# (Project Field) | The number of the project associated with the phase. | 210050 | Yes |
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". | active | Yes |
Phase (Phase Field) | Name of Phase of Work. Note: Phase Name is not required if the project does not have a phase yet. | Preliminary Design | Yes |
Phase Ref# (Phase Field) | Phase Reference Number. Note: Phase Ref# is not required if the project does not have a phase yet. | 100 | Yes |
Subphase 1 (Phase Field) | Name of 2nd Phase Level. | Concept Development | No |
Subphase Ref# 1 (Phase Field) | Phase Reference Number of 2nd Phase Level. | 120 | No |
Subphase 2 (Phase Field) | Name of 3rd Phase Level. | Construction Documents | No |
Subphase Ref# 2 (Phase Field) | Phase Reference Number of 3rd Phase Level. | 300 | No |
... | ... | ... | ... |
Subphase 9 (Phase Field) | Name of 10th Phase Level. | Blueprint Drafting | No |
Subphase Ref# 9 (Phase Field) | Phase Reference Number of 10th Phase Level. | 14 | No |
Work Category | Title of Work Category. Note: Not required if there is no work category under the project name + project number + phase name. | Planning | Yes |
Work Category Ref# | Work Category Reference Number. | B50 | No |
Work Category Start Date | Start 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. | 2022-06-01 | Yes |
Work Category End Date | End 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. | 2022-06-25 | Yes |
Work Category Fee | An estimated spend for the work category. | 1000 | No |
Work Category Budget | The amount of budget for the work category. | 900 | No |
Work Category Contract Type | If 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 Fee | Yes |
Work Category Budget With | The 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 Budget | No |
- Navigate to Company Settings > Import page, and click on the
+ Import
button.
- Select
Projects/Phases/Work Categories
as theData to Import
.
- 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
.

- When the data is successfully uploaded, you will see see a message like this, click
Done
to close the modal.
- Under the Draft Import section, click on the
Import
button for the file that was just uploaded to review the import.
- 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.
- 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.
Updated 16 days ago