Uploading Time Entries with Subphases
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.
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:
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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]
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Next, download the Time Entries with Subphases import template:
Here is an overview of the details needed for each column:
| Field | Guide | Example | Required |
|---|---|---|---|
| Date | Date of Time Entry. Note: All dates must be in YYYY-MM-DD format. | 2022-01-05 | Yes |
| Employee Name | Full Employee Name. Note: The employee must exist on Mosaic. | John Smith | Yes |
| Employee Email | Employee's Email Address. Note: The employee must exist on Mosaic. | [email protected] | Yes |
| Portfolio | Name of the Portfolio that the Project is in. Only required if there are multiple Projects with the same Title and Ref# in various Portfolios. | 2023 Projects with Subphases | Yes |
| Project | Title of Project. | Central Park | Yes |
| Project Ref# | Project Reference Number. | 1234.1 | Yes |
| Phase | Title 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 Design | Yes |
| 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. | 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 |
| Work Category | Title of Work Category. Type of work being completed. Note: Not required if there is no work category under the Project + Phase. | Planning | No |
| Work Category Ref# | Work Category Reference Number. | B50 | No |
| Description | Details on the work being completed for the time entry. | Survey planning for south park entrance | No |
| Billable | Are 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. | true | No |
| Hourly Rate | Billable Rate. | 250 | No |
| Hours | Number of Hours. | 3 | Yes |
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
- 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.
- Export your completed timesheet import file to the .csv format. Date fields work best in .csv formats.
- Navigate to Company Settings > Timesheet, and click the
Upload Time Entriesbutton to upload your .csv file.
You can also import time entries from Company Settings > Import page, and click on the + Upload button.
Select Time Entries as the Data to Import. Deselect the Automatic Field Mapping option to prevent columns from automatically mapping, thereby avoiding potential improper data imports.
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Select the max levels of Phases you have and to include Work Category or not. The default max level is 10; the default is to not show Work Categories.
Note: If Include Work Categories is not selected, the column will not show in the uploader.
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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 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 Columnsection.- 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.
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.
- 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:
- Click done to close the modal. Under the Draft Import section, click on the
Importbutton for the file that was just uploaded to review the import.
- New employees on the file will show on here. You can change their role by clicking on the dropdown.
- 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.
- In the next page, Projects and Phases can either be linked with existing or imported as new.
- To link a project with existing, click the plus icon on the right side and select an existing project to link. Click Save.
- To manually link a phase with existing, click three dot on the mosaic phase, click link with existing phase. Click the lightning bolt icon on the top to automatically map all Phases.
Select the phase on the left side to link, click save.
- All linked projects will show in linked section. Once you finish reviewing, click
Confirm Importon the top.Please allow up to 24 hours for all imports to finish populating on Mosaic.
New Project Confirmation
A confirmation modal will appear, displaying the total number of newly imported projects. If the number seems incorrect, click cancel and verify that all projects are mapped properly.
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 ο¬le
Here is an overview of the details needed for each column:
| Field | Guide | Example | Required |
|---|---|---|---|
| Portfolio | Name of the Portfolio that the Project is in. | 2022 Projects | No |
| Project Title | Name of the Project. | Central Park | Yes |
| Project Number | Identifying Project #. | 1234.1 | Yes |
| Phase Name | Phase Name within the project. Note: Not required if there is no phase under the Project. | Surveying | No |
| Phase Number | The Phase Number if the Project/ Phase is imported from an integration. Note: Required if there is a phase number for that phase. | 200 | No |
| Work Category | Type of work being completed. Note: Not required if there is no work category under the Project + Phase. | Planning | No |
| Employee Name | The Employee's Full Name. Note: The employee must exist on Mosaic. | John Smith | Yes |
| Employee Email | The Employee's Email Address. Note: The employee must exist on Mosaic. | [email protected] | Yes |
| Date | Date of Time Entry. Note: All dates must be in YYYY-MM-DD format. | 2022-01-05 | Yes |
| Hours | Number of Hours. | 3 | Yes |
| Hourly Rate | Billable Rate. | 250 | No |
| Description | Details on the work being completed for the time entry. | Survey planning for south park entrance | No |
| Billable | Are 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. | true | No |
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.
Updated 3 months ago