Prerequisite for Importing Subphases

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

Legacy Work Plan (without Subphases) Import

Documentation for the Legacy Work Plan (without Subphases) Importer can be found here.

While Mosaic can be used to create Work Plan, Work Plan can also be uploaded from tools to Mosaic for complete overviews on your team's current, past, or upcoming work

Download the Sample File

Before uploading, download the import template to ensure a smooth upload process.

Part 1: Complete the File

To upload Work Plan via spreadsheets:

Confirm either Mosaic Support or your Customer Success Manager have enabled the Work Plan upload tool on your account. To request this tool be added to your account, reach out to our team via [email protected]
Next, fill out the Work Plan information on the template file. download here

It is recommended to use pre-existing projects and phases in Mosaic

It is possible to create and import new projects for your imported Work Plan during the import process. However, to help prevent any mistakes when importing, it is recommended to import/update Work Plan details into a project that already exists on Mosaic.

If importing into a pre-existing project then the names and numbers must match exactly as is on Mosaic. If they do not match exactly you may get error fields during the import process, indicating where the names do not match, or unintentionally create new projects.

Importing Phases Reference Numbers with Leading Zeros

Both Excel and CSV formats are supported for import. However, if your phase number includes a leading zero (e.g., "01"), we recommend using the CSV format. Excel may automatically remove leading zeros when displaying values in the formula, which can cause unexpected errors.

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

Field	Guide	Example	Required
Employee Name	Full Employee Name. Notes*: Only required when Employee Email is for someone who isn't yet a Member in Mosaic — in that case a new Member will be created with this name. Ignored if the email already matches an existing Member.	Bob Smith	Conditional — required when Employee Email is provided and the email is new to your team
Employee Email	Email of employee the Work Plan should be assigned to. Notes: If the email matches an existing Member, the Work Plan is assigned to them. If there are no matches, Mosaic creates a new Member using Employee Email + Employee Name. Provide either* Employee Email or Unassigned Role Name on a row — never both**. Rows with both will fail validation.	[email protected]	Yes, unless Unassigned Role Name is provided
Unassigned Role Name	Name of an Open Role (e.g. "Architect") to assign the Work Plan to instead of a Member. Use this to import unassigned/open-role Work Plans Notes: If the role name matches an existing Role on your team, the Work Plan is assigned to it; otherwise a new Role with this name is created. Provide either* Employee Email or Unassigned Role Name on a row — never both**. Rows with both will fail validation.	Architect	Yes, unless Employee Email is provided
Portfolio	Name of portfolio containing the project. Note*: This must match an existing portfolio in Mosaic.	Sample Portfolio	Yes
Project	Title of Project. Note*: This should match the name as is in Mosaic. This must match an existing Project Name + project number in Mosaic.	Central Park	Yes
Project Ref#	Project Reference Number. Note* This should match the number as is in Mosaic. This must match an existing Project Name + project number in Mosaic.	1234.00	Yes
Phase	Title of Phase. Note*: Phase Name is not required if the project does not have a phase yet. However, if the Project does have Phases, you must provide a Phase Name + Ref. Num.	Surveying	Yes
Phase Ref#	Phase Reference Number. Note*: Phase Ref. Num. is not required if the project does not have a phase yet. If provided, the Phase Name + Phase Ref. Num. combination must match an existing phase on Mosaic, or Mosaic will create a new Phase.	123	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 performed. Note*: If the phase has work category restrictions then this name must match one of the categories.	Planning	No
Work Category Ref#	Work Category Reference Number.	B50	No
Start Date	Date the work will start/started. Note*: All dates must be in YYYY-MM-DD format.	2021-05-04	Yes
End Date	Date the work will end/ended. Notes*: All dates must be in YYYY-MM-DD format. End Date cannot be before the Start Date.	2021-12-04	Yes
Total Hours	Total number of hours designated for the work plan. Cannot be used together with "Hours Per Day". Note*: Only required if “Hours Per Day” is not provided. Entering 0 hours will not create a work plan.	30	Yes
Description	Description of the work plan.	Fall 2024 Work Plan	No

Every Line Denotes a New Entry

For each individual in the Work Plan, create a separate line. If a person is assigned to multiple phases or work categories, each assignment should also have its own line. For example, if you're adding two people to a project with two phases, but only one person is working on both phases, the spreadsheet should display three data lines.

Work Plan Hours Limit

Work Plans must have a minimum value of 0.0001 Hrs/Day, or 1 hour for every 10000 workdays. Work Plans imported from CSV Import or from integrations are excluded from this limit.

Part 2: Upload the File

Navigate to the Planner page from the sidebar menu on the left, and select the 3 dot menu beside the "sort" button under Work Plan, as shown below:

Make sure the Data to Import field is Work Plan.

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. Click on the Upload button.
Note: If Include Work Categories is not selected, the column will not show in the uploader.

Select the file you would like to import using the file selector or drag and drop the file here. After filling in the first row, the other rows should auto-populate.

After the file is uploaded, the system attempts to automatically map the required information. Mapped columns can be adjusted by selecting a different option from the dropdown. To exclude a column from the import, select Don’t import to unmap it. Auto-population of data into the system fields may take a few moments to complete.

Red Highlighted Rows

Red highlighted rows indicate errors, which might be due to missing required fields, no matching values on Mosaic, or a typo. The number of errors is displayed next to the corresponding column name. Selecting a column shows all rows, with error rows highlighted in red and an error message displayed directly on the affected row. Please confirm if there is a typo, or if the value does not exist on Mosaic.

To view only rows with errors, select the Errors button at the top of the table.

If this is a typo, you can update the value in the uploader in the right side.

Once all errors are fixed, click Continue on the top to the Review & Edit step. If all data looks good, click Continue to the Import step.
Click Confirm Import in the Import step to submit data.

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

Part 3: Complete the Import

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.

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.

On this page, Projects, Phases, Subphases and Work Categories 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.

Archived Projects

Archived projects will not show i the menu. To link to an archived project, unarchive the project first.

To 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 Import on the top.

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.

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

Time Off Work Plans Import

Mosaic doesn't support Time Off Work Plan import at this moment.

Creating duplicates

If the email, project name/number, phase name/number, work category, start/end dates, and description match a previously existing Work Plan, then the existing Work Plan will be updated with the new Work Plan hours.

If the optional fields (eg. description, phase number) are omitted in both the original and new, this will count as matching.

Legacy Work Plan Import (without Subphases)

Overview

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

Mosaic currently provides imports for the following:

Work Plan

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 import template:

Work Plan (without Subphases) csv template

Please review this carefully before uploading a data import file

It is recommended to use pre-existing projects and phases in Mosaic

It is possible to create and import new projects for your imported Work Plan during the import process. However, to help prevent any mistakes when importing, it is recommended to import/update Work Plan details into a project that already exists on Mosaic.

If importing into a pre-existing project then the names and numbers must match exactly as is on Mosaic. If they do not match exactly you may get error fields during the import process, indicating where the names do not match, or unintentionally create new projects.

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

Field	Guide	Example	Required
Email	Email of employee. Note* This must match the existing employee email in Mosaic.	[email protected]	Yes
Portfolio	Name of portfolio containing the project. Note* This must match a existing portfolio in Mosaic.	Sample Portfolio	Yes
Project Name	Name of the project. Note* This should match the name as is in Mosaic, and should match project number.	Central Park	Yes
Project Number	Identifying project number. Note* This should match the number as is in Mosaic, and should match project name.	1234.00	Yes
Phase	Phase within the project being worked on.	Surveying	Yes
Phase Number	Identifying phase number. Note* If added, this must match the provided phase.	123	No
Work Category	Type of work being performed. NotesIf the phase has work category restrictions then this namemust match* one of the categories. If not then you can select any name. This is only required if the matching phase has work categories. If this is a new phase, or one that has no matching work categories, this field is not required.	Planning	No
Start	Date the work will start/started.	2021-05-04	Yes
End	Date the work will end/ended. NoteThis cannot bebefore* the start date.	2022-05-04	Yes
Total Hours	Total hours given to complete the project. Notes:This will be used to calculate the hours per day using the start and end date of the project, andcannot be used together with "Hours Per Day". This is the default field for Work Plan hours. Hours Per Day* is an alternative field to Total Hours. You can replace the "Hours Per Day" column with "Total Hours".	30	Yes
Description	Description of the work Plan.	Fall 2022 Work Plan	No

Every Line Denotes a New Entry

For each individual in the Work Plan, create a separate line. If a person is assigned to multiple phases or work categories, each assignment should also have its own line. For example, if you're adding two people to a project with two phases, but only one person is working on both phases, the spreadsheet should display three data lines.