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:

Projects/Subphases/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/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.

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

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).

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

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 *(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 the Data 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.