Importing Projects

Modified on Fri, 11 Apr at 9:37 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: Importing projects does not use the existing project numbering sequence.  It will create a projects with the project number exactly as specified in the import and will allow duplication.


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.

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