Uploading Tasks and Scope (without Subphases)

While Mosaic can be used to create Tasks and Scope, Tasks and Scope 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
  • Scope

To upload Tasks and/or Scope:

  1. Confirm either Mosaic Support or your Customer Success Manager has enabled the Tasks/Scope 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 Tasks/Scope 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.
FieldGuideExampleRequired
Employee EmailEmail of the Task's assignee.

The assignee is the person responsible for doing the work.
[email protected]Yes
DescriptionThe description is the title of the Task.Take a look at the new designs for 125 Bluestone Way Yes
NotesNotes associated with the Task.Email Bob the construction documentsNo
Start DatePlanned start date for the Task.

Notes: All dates must be in YYYY-MM-DD format.

Start date must be before end date.
2022-03-01No
End DatePlanned end date for the Task.

Notes: All dates must be in YYYY-MM-DD format.

End date must be after start date.
2022-03-25No
Time EstimateEstimated hours to complete the Task.10No
PortfolioThe name of the Portfolio that the Project is associated with.Residential ProjectsYes
Project NameThe title of the Project that the Task is associated with.125 Bluestone WayYes
Project NumberThe number of the Project that the Task is associated with.210050Yes
Phase NameThe title of the phase that the task is associated with.Construction DocumentsYes
Phase NumberThe phase number that the task is associated with.1Yes
Work Category TitleThe title of the work category that the task is associated with.PlanningYes

Scope

  • Scope are used to encompass related work within a Project or for a specific team. See definition here.
FieldGuideExampleRequired
Employee EmailEmail of the member associated with the scope.[email protected]Yes
DescriptionThe description is the title of the scope.Baseline StudiesYes
NotesNotes associated with the scope.Baseline studies to determine the existing conditions of the project siteNo
Start DatePlanned start date for the scope.

Notes: All dates must be in YYYY-MM-DD format.

Start date must be before end date.
2022-03-01No
End DatePlanned end date for the scope.

Notes: All dates must be in YYYY-MM-DD format.

End date must be after start date.
2022-03-25No
PortfolioThe name of the portfolio that the project is associated with.Residential ProjectsYes
Project NameThe title of the project that the scope is associated with.125 Bluestone WayYes
Project NumberThe number of the project that the scope is associated with.210050Yes
Phase NameThe title of the phase that the scope is associated with.Construction DocumentsYes
Phase NumberThe phase number that the scope is associated with.1Yes
Work Category TitleThe title of the work category that the scope is associated with.PlanningYes

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

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Data Accuracy Alert:

Before proceeding, please ensure:

  1. Consistency in Data: Your data must be accurate with Projects and Phases spelled correctly to prevent unintentional duplicates.

  2. Exact Entries: Mosaic will create new 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'.
  3. 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.

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

Select Scope or Tasks 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 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.

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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.

Grayed Out Rows

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

  1. 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

  1. Navigate to Company Settings -> Import to find your uploaded import in the Draft Import section. Click Import button.
  1. 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.

  1. Change to All Members Imported View to see members linked with the existing members in Mosaic.

If you want to modify the member linked with existing, click on the member name and click select Alternate. Then select the member that you want to link or Import as New.

Once you are finished reviewing your Employees, click Continue.

  1. On this page, Projects, Phases, Subphases and Work Categories can either be linked with existing or imported as new.

  1. To link a project with existing, click the plus icon on the right side and select an existing project to link. Click Save.

  1. To link a phase with existing, click three dot on the mosaic phase, click link with existing phase.

Select the phase on the left side to link, click save.

  1. All linked projects will show in linked section. Once you finish reviewing, click Confirm Import on the top.

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

  1. 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 Scope to finish populating on Mosaic.