Tasks Import Tools

The Tasks Import Tools section enables project managers to quickly and accurately import multiple tasks across multiple projects using a predefined Excel template. It also includes a helper report to retrieve assignee names in the correct format. These tools are located in the “Tasks import tools” section.

The Task Imports Module

Description: Allows importing tasks from Excel, with logic to create or update tasks based on project and service/task name. Designed for fast, non-technical usage by project managers.

Expected Excel Columns:

• Project Short Name: Must match the short name of an existing project in the Projects module.
• Task (Service): Used both as the task name and to link or create a service.
• Main Assignee: Required. Must follow the format: Firstname Surname Lastname [ID]. Use the “My Team - Import Format” report to get correctly formatted names.
• Guest Assignees: Optional. Comma-separated list of names in the same format as above.
• Estimated Hours: Optional. If left blank, the system will set it to 0.

Import Logic:

• If a task already exists (matched by Project and Task Name), it will be updated.
• If no match is found, a new task and service will be created automatically.
• Importing the same file multiple times is safe — the system updates existing records without creating duplicates.

Important Notes:

• Deleting rows from Excel has no effect. To remove a task, go to the Tasks module and delete it manually.
• Use the companion tool My Team - Import Format to get assignee names in the correct format.

How to import:

1. Open the Task Imports module.
2. From the left panel, under the Data section, click on Import XLSX.
3. A window will appear (titled Import data).
4. Click the Template button to download the Excel file.
5. Fill in your data following the format shown in the example rows.
6. Once ready, click Import to upload your file.

The system will automatically detect if tasks already exist and update them. If not, it will create them.

My Team - Import Format (Report)

Description: Displays a list of the current user’s direct subordinates, formatted and ready to use in the Task Imports Excel file.

How it works: Simply click the icon in the “Tasks import tools” section. The list will open automatically and show each subordinate in the required format, e.g.:

John Doe [12345], Alan Smith [54321]

You can copy these values directly into the Main Assignee or Guest Assignees fields in your import file.