Uploading Time Entries with Subphases

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Prerequisite for Importing Time Entries with Subphases

Ensure you have Subphases enabled in your Mosaic account. For more information on Subphases, see this Help Doc.

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Legacy Time Entries (without Subphases) Import

Documentation for the Legacy Time Entries (without Subphases) Importer can be found here.

While Mosaic can be used to input Time Entries, Time Entries can also be uploaded from other tools to Mosaic for complete budgets and details on the progress of your Projects.

To upload Time Entries:

  1. Confirm either Mosaic Support or your Customer Success Manager have enabled the Time Entries 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 Time Entries with Subphases import template:

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

FieldGuideExampleRequired
DateDate of Time Entry.

Note: All dates must be in YYYY-MM-DD format.
2022-01-05Yes
Employee NameFull Employee Name.

Note: The employee must exist on Mosaic.
John SmithYes
Employee EmailEmployee's Email Address.

Note: The employee must exist on Mosaic.
[email protected]Yes
PortfolioName of the Portfolio that the Project is in.2023 Projects with SubphasesNo
ProjectTitle of Project.Central ParkYes
Project Ref#Project Reference Number.1234.1Yes
PhaseTitle of Phase.

Note: If a phase is not specified in your time entry import or the project does not have a phase yet, the time entries will be imported directly under the project.
Preliminary DesignYes
Phase Ref#Phase Reference Number.

Note: Phase number is not required if the phase does not have a number in your financial tool that you are exporting phases from.
100Yes
Subphase 1Title of 1st Subphase Level.Concept DevelopmentNo
Subphase Ref#1Reference Number of 1st Subphase Level.120No
Subphase 2Title of 2nd Subphase Level.Construction DocumentsNo
Subphase Ref# 2Reference Number of 2nd Subphase Level.300No
............
Subphase 9Title of 9th Subphase Level.Blueprint DraftingNo
Subphase Ref# 9Reference Number of 9th Subphase Level.14No
Work CategoryTitle of Work Category. Type of work being completed.

Note: Not required if there is no work category under the Project + Phase.
PlanningNo
Work Category Ref#Work Category Reference Number.B50No
DescriptionDetails on the work being completed for the time entry.Survey planning for south park entranceNo
BillableAre the hours billable/non-billable?

Notes: Accepted values = "true", "false".

Overridden by Project, Phase, Work Category.

Not required if you would like the default value for that Project, Phase and Work Category to be applied to your time entry.

The default value will be "true" if the Project, Phase and Work Category are all billable. If either Project, Phase or Work Category are non-billable, the default value will be "false".

You can override the default value by providing a different value for this field.
trueNo
Hourly RateBillable Rate.250No
HoursNumber of Hours.3Yes

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Every Line Denotes a New Entry

For each individual in the Time Entry, create a separate line. If a person has time entries under multiple phases or work categories, each time entry should also have its own line. For example, if you're adding two time entries to a project with two phases, but only one person has time on both phases, the spreadsheet should display three data lines.

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

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Please Note:

Ensure your data is accurate and has unique values in the fields below as duplicate time entries in an import will be skipped.

The following fields are used to determine the uniqueness of a time entry for importing:

  • Project Title
  • Project Number
  • Date
  • Phase
  • Phase Ref#
  • Subphase(s)
  • Subphase Ref#
  • Work Category
  • Work Category Ref#
  • Employee Name
  • Employee Email
  • Description

Tip: Provide a unique description for your time entry if all the above fields are identical.

  1. Export your completed timesheet import file to the .csv format. Date fields work best in .csv formats.
  2. Navigate to Company Settings > Timesheet, and click the Upload Time Entries button to upload your .csv file.

You can also import time entries from Company Settings > Import page, and click the + Import button.

Select Time Entries 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.
  2. 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 Entries

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 time entry via the checkbox to your left, or exit out of the timesheet 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, and click submit.

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

  1. 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.
  2. New employees on the file will show on here. You can change their role by clicking on the dropdown.
  3. 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. In the next page, Projects and Phases 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.Please allow up to 24 hours for all imports to finish populating on Mosaic.

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Note:

Ensure that Members are given at least Team Member Access Level to allow timesheet entries to be submitted by that member (Settings > Members > Access Level). Guests cannot have time entries.

Legacy Time Entries Import (without Subphases)

Overview

If you do not have Subphases enabled in your account, you can still use the Legacy Time Entries Import (without Subphases).

Mosaic currently provides imports for the following:

  • Time Entries (without Subphases)

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 Time Entries (without Subphases) import template:

Please review this carefully before uploading a data import file

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

FieldGuideExampleRequired
PortfolioName of the Portfolio that the Project is in.2022 ProjectsNo
Project TitleName of the Project.Central ParkYes
Project NumberIdentifying Project #.1234.1Yes
Phase NamePhase Name within the project.

Note: Not required if there is no phase under the Project.
SurveyingNo
Phase NumberThe Phase Number if the Project/ Phase is imported from an integration.

Note: Required if there is a phase number for that phase.
200No
Work CategoryType of work being completed.

Note: Not required if there is no work category under the Project + Phase.
PlanningNo
Employee NameThe Employee's Full Name.

Note: The employee must exist on Mosaic.
John SmithYes
Employee EmailThe Employee's Email Address.

Note: The employee must exist on Mosaic.
[email protected]Yes
DateDate of Time Entry.

Note: All dates must be in YYYY-MM-DD format.
2022-01-05Yes
HoursNumber of Hours.3Yes
Hourly RateBillable Rate.250No
DescriptionDetails on the work being completed for the time entry.Survey planning for south park entranceNo
BillableAre the hours billable/non-billable?

Notes: accepted values = "true", "false".

Not required if you would like the default value for that Project, phase and work category to be applied to your time entry.

The default value will be "true" if the Project, phase and work category are all billable. If either Project, Phase or Work Category are non-billable, the default value will be "false".

You can override the default value by providing a different value for this field.
trueNo

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Every Line Denotes a New Entry

For each individual in the Time Entry, create a separate line. If a person has time entries under multiple phases or work categories, each time entry should also have its own line. For example, if you're adding two time entries to a project with two phases, but only one person has time on both phases, the spreadsheet should display three data lines.

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

❗️

Please Note:

Ensure your data is accurate and has unique values in the fields below as duplicate time entries in an import will be skipped.

The following fields are used to determine the uniqueness of a time entry for importing:

  • Project Title
  • Project Number
  • Date
  • Phase
  • Work Category
  • Employee Name
  • Employee Email
  • Hours
  • Description

Tip: Provide a unique description for your time entry if all the above fields are identical.