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.