Uploading Projects, Subphases and Work Categories
Prerequisite for Importing Subphases
Ensure you have Subphases enabled in your Mosaic account. For more information on Subphases, see this Help Doc.
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:
- 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.
-
Ensure Project and Client information is consistent throughout the import template. For example, discrepancies like the following will create duplicates:
- Project ID:
21.001vs.21001 - Project:
56 E 89th Streetvs.56 East 89th Street - Phases:
SDvs.Schematic Design - Client:
John Smithvs.Mr. J Smith
- Project ID:
-
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.
| 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. 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. | 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 (Coming soon) | 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 (Coming soon) | Urgency of the Project. Note: accepted values = "Low", "Medium" or "High". | Medium | No |
| Project Region (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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 Rroject 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
-
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
-
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)
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 (Coming soon) (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 (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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
-
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.
| 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 (Coming soon) (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 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
+ Importbutton.
- Select
Projects/Phases/Work Categoriesas 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.
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
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.
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.
- 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
Doneto close the modal.
- Under the Draft Import section, click on the
Importbutton 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. 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.
- 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
| 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 (Coming soon) | 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 (Coming soon) | Urgency of the project. Note: accepted values = "Low", "Medium" or "High". | High | No |
| Project Region (Coming soon) | 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 (Coming soon) | 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 (Coming soon) | 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.
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)
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 (Coming soon) (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.
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 number + Phase name. | 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: Accepted 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 |
Updated 4 days ago