Importing Projects

Modified on Thu, 4 Jul, 2024 at 11:42 AM

WorkGuru supports the bulk creation of projects via a csv import template. The import template can be uploaded on the Import Hub (Administration -> Imports).

Warning: Please ensure the accuracy of your import CSV prior to upload as imports can not be undone by you or the WorkGuru team.

This import allows for the creation and updating of current projects. It does not include production jobs. We do not recommend using this as an ongoing workflow tool to update your projects due to a higher level of risk for user error and consequential data clean-up.

Note: This import only creates the project details, in effect just creates an empty project. To populate the project after creation, either import the project line items (tasks/costs), or edit the project and apply a project template.

Project Import Field Descriptions

Column Header	Column Required on Template?	Requires Value if Column Included?	Notes
ProjectNo	Required	Required	Will update an existing project if the number matches exactly, otherwise a new project with this number will be created
ProjectName	Required	Required	Project name
StartDate	Required	Required	Project start date. Must be formatted according to the DateFormatShort language setting for your organisation. Default value: dd/MM/yyyy
DueDate	Required	Required	Project end date. Must be formatted according to the DateFormatShort language setting for your organisation. Default value: dd/MM/yyyy
Client	Required	Required	Project client. Must reference an existing Client by Name (Exact match required)
Status	Optional	Optional	Must match to one of the platform defaults or custom project statuses for your account. Defaults to the existing projects status if updating, otherwise In Progress for new projects
CompletedDate	Optional*	Required	Project completion date. Must be formatted according to the DateFormatShort language setting for your organisation. Default value: dd/MM/yyyy *Column and value required if status is Completed or Cancelled.
BillingClient	Optional	Optional	Invoice client. Must reference an existing Client by Name (Exact match required). Defaults to project client if no value is given.
Contact	Optional	Optional	Project client contact. Must match contact name as saved against the projects assigned client. Format: Full Name or Email.
Description	Optional	Optional*	Project description. We recommend removing non-standard character sets such as emojis. *If updating an existing project and no value is given, the existing description on the project will be deleted.
ProjectManager	Optional	Optional*	Must reference an active staff user by User Name *If no value is given, this will default to the existing projects manager when updating. For new projects, or if the existing project manager could not be found, this will default to the default admin for the organisation (has a username of admin), otherwise will fall back to the current logged in user
ProjectGroup	Optional	Optional*	Reference a current Project Group by name to assign the project If updating projects and no value is given, this will not* change the group linked to the existing project
ProjectTemplate	Optional	Optional	Must match existing template name exactly. This will populate Tasks and Products referenced on the template for you against new projects only
Asset	Optional	Optional*	Assign existing asset to project. Must reference an existing Asset by name (Exact match required) If updating projects and no value is given, this will not* change the asset linked to the project
ClientPurchaseOrder	Optional*	Optional*	Client purchase order or reference number. Included in invoices raised from project. If updating projects and the column is not included, this will not* change the existing value. If the column is included and no value is given, this will delete the existing value
Phases	Optional	Optional	Enter phase by name in the csv cell, separated by a comma. E.g. A, B, C. Applies to creating new projects only; cannot update against existing projects
Warehouse	Optional	Optional	Allocated a default warehouse to the project. Must match existing warehouse by name
QuoteNumber	Optional	Optional	Must match the Quote Number exactly using a QuoteNumber::Revision format. Examples: QU1234::0, QU1234::1 Quote must be accepted and unassigned to a project or stock sale. If updating, the project must be unassigned to a quote
UseStaffRates	Optional	Optional	Set the task billing method to Staff. Format: True or False. Defaults to false for new projects. If updating and no value is given, will not alter the existing value
ReportingCategory1	Optional	Optional	Xero tracking category. Expected format: CategoryName::CategoryOption. If updating projects and no value is given, will not alter the existing value
ReportingCategory2	Optional	Optional	Xero tracking category. Expected Format: CategoryName::CategoryOption. If updating projects and no value is given, will not alter the existing value
CostAmount	Optional	Optional	Relates to the Import Task Name and Import Product Name dropdowns on the import page which adds the selected items as the default line items to each project. Sets the unit sell rate against these default lines.

If you have project custom fields, these can also be populated on import by adding a column to the import data with the custom field name (not label). Note: Custom field name is case sensitive, has to match exactly.

CustomField

Custom field name in header.

Default Line Items

The dropdowns on the import page allow you to optionally select a default product and task to add as line items against each project on your import template:

Refer to the CostAmount field in the table above to set the unit rate for these lines.

Attachments (1)

csv

WorkGuruProj....csv
274 Bytes