Uploading Tasks and Scopes

While Mosaic can be used to create tasks and scopes, tasks and scopes can also be uploaded from other tools to Mosaic for complete details on the progress of your projects.

Mosaic provides imports for the following:

Tasks
Scopes

To upload tasks and/or scopes:

Confirm either Mosaic Support or your Customer Success Manager has enabled the Tasks/Scopes 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 tasks/scopes import template:

Download Tasks CSV Import template
Download Scopes CSV Import template

Here is an overview of the details needed for each column:

Tasks

Tasks by Mosaic's definition are a specific item of work associated with a Project. See definition here.

Field	Guide	Example	Required
Employee Email	Email of the task's assignee. The assignee is the person responsible for doing the work.	[email protected]	Yes
Description	The description is the title of the task.	Take a look at the new designs for 125 Bluestone Way	Yes
Notes	Notes associated with the task.	Email Bob the construction documents	No
Start Date	Planned start date for the task. Notes: All dates must be in YYYY-MM-DD format. Start date must be before end date.	2022-03-01	No
End Date	Planned end date for the task. Notes: All dates must be in YYYY-MM-DD format. End date must be after start date.	2022-03-25	No
Priority	Urgency of the task. Note: accepted values = "Priority 1", "Priority 2", "Priority 3" or "Priority 4".	Priority 1	No
Time Estimate	Estimated hours to complete the task.	10	No
Task Status	Custom status for the task. Note: If the string does not match an existing status in this project, it will be created. It's better practice to use a string that matches an existing status.	Any string	No
Portfolio	The name of the portfolio that the project is associated with.	Residential Projects	Yes
Project Name	The title of the project that the task is associated with.	125 Bluestone Way	Yes
Project Number	The number of the project that the task is associated with.	210050	Yes
Phase Name	The title of the phase that the task is associated with.	Construction Documents	Yes
Phase Number	The phase number that the task is associated with.	1	Yes
Work Category Title	The title of the work category that the task is associated with.	Planning	Yes

Scopes

Scopes are used to encompass related work within a Project or for a specific team. See definition here.

Field	Guide	Example	Required
Employee Email	Email of the member associated with the scope.	[email protected]	Yes
Description	The description is the title of the scope.	Baseline Studies	Yes
Notes	Notes associated with the scope.	Baseline studies to determine the existing conditions of the project site	No
Start Date	Planned start date for the scope. Notes: All dates must be in YYYY-MM-DD format. Start date must be before end date.	2022-03-01	No
End Date	Planned end date for the scope. Notes: All dates must be in YYYY-MM-DD format. End date must be after start date.	2022-03-25	No
Portfolio	The name of the portfolio that the project is associated with.	Residential Projects	Yes
Project Name	The title of the project that the scope is associated with.	125 Bluestone Way	Yes
Project Number	The number of the project that the scope is associated with.	210050	Yes
Phase Name	The title of the phase that the scope is associated with.	Construction Documents	Yes
Phase Number	The phase number that the scope is associated with.	1	Yes
Work Category Title	The title of the work category that the scope is associated with.	Planning	Yes

Please review this carefully before sending a data ﬁle to get imported

❗️
Data Accuracy Alert:
Before proceeding, please ensure:

Consistency in Data: Your data must be accurate with projects and phases spelled correctly to prevent unintentional duplicates.

Exact Entries: Mosaic will create projects and phases as you've detailed them in the import template.

Double-check and maintain consistency in naming and IDs. For example:

Project ID: Use either '21.001' or '21001', not both.

Project Name: Choose one format, like '56 E 89th Street' or '56 East 89th Street'.

Phases: Decide on abbreviations such as 'SD' or full names like 'Schematic Design'.

Financial Tool Integration: If Mosaic is linked with your financial tool, ensure names and IDs on the import template align perfectly with what's already in Mosaic.

Export your completed tasks/scopes import file to the .csv format. Date fields work best in .csv formats.
Navigate to Company Settings > Import, and click the + Import button to upload your .csv file.

Select Scopes or Tasks 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.

Red Highlighted Rows

Any boxes that appear in red indicate there is no matching value on Mosaic or there is a typo for this cell. 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. If this is not a typo, and you want to add the value to Mosaic, either skip the task/scope via the checkbox to your left, or exit out of the task/scope import tool to add this value to Mosaic before trying to upload this file again.

Grayed Out Rows

For more information regarding grayed out rows, please refer to the Data Import FAQs.

Once columns have been linked, and any red rows have been addressed, select "Continue" in the top right corner. Review your data once more, then click submit.

Note: You should see this message when it's successfully uploaded

Navigate to Company Settings -> Import to find your uploaded import in the Draft Import section. Click Import button.

New employees on the file will show on here. You can either link them with existing or imported as new. Once you are finished reviewing your Employees, click Continue.

On this page, Projects, Phases, Subphases and Work Categories can either be linked with existing or imported as new. Once you finish reviewing, click Confirm Import on the top.

The import will show in the Processing section. Wait for the import to complete.

Thats it! Once the file processing is completed, it will show in the Completed section. Please allow up to 24 hours for all Tasks and/or Scopes to finish populating on Mosaic.