Importing task

 

A. Import tasks from and Excel/CSV file

If you want to import the tasks in elapseit, the first thing to do is to prepare the excel/csv file. It is very important to understand that for an import without issues, you need to build your file with the exact columns as below, in the exact order – even if there are columns with optional information, that you don`t have or you don`t need to import, you must have the column, in the file, and you can leave it empty/blank.

 

 

Now, the columns marked with green are columns that you MUST fill in, and all the others are optional – you must have them in the file that you want to import, but you can leave the rows empty.

1) External ID => although the information for this column is optional, it is used in the following cases:

  • you need to have this field if you want to import dependencies for the task;
  • elapseit will save it internally for each task;
  • if the same file is imported again for the same project, elapseit will process only the tasks updates based on the external ID.

2) Title => it is mandatory for each task to have a title.

3) IsPhase =>optional information that can be left blank or can be filled in with:

  • YES —> this will generate a Project Phase (not a task) and if there already exists a project phase with the same title it will update Start/Due date;
  • NO —> will generate a simple task, of any type.

4) Level => optional information that can be left blank or can be filled in with:

  • Value: 1 —> this value will generate a first level task that does not belong to any phase and has no parent story;
  • Value 2 (any higher number will be considered 2) —> the imported task with this value at level, will be created as task linked to the first phase above (IsPhase =”Yes”) or to the first parent story above (IsParentStory = “Yes”).

5) IsMilestone => optional information that can be left blank or can be filled in with:

  • YES —> will generate a milestone;
  • NO —> will generate the task type that you fill in in Type column.

6) StartDate => mandatory information.

7) DueDate => mandatory information.

8) AssignedTo => optional information that can be left blank (in this case the task will automatically be assigned to the person that starts the import) or can be filled in with the user name from elapseit people list (Management/People); if you decide to add a person`s name, you should add the First name and Last name (e.g. John Doe), and in case that the person is not found in the app, the task will be assigned, automatically, to the person that starts the import.

9) Description => optional information that can be left blank.

10) DependsOn => optional information that can be left blank or you can add the comma separated list of the External ID (from 1st column), e.g. 256,378,965;

11) Type => optional information that can be left blank, or can be filled in with:

  • Task/Improvement/Story/Bug/Milestone – the values set on columns 3/5/16 – if you are using elapseit default task types or, if you already use other custom task types, add those;
  • If the column is blank, the app will automatically check columns 3/5/16, and according with the information there, will set the type as Story/Milestone or Task.

12) Priority => optional information that can be left blank or filled in with:

  • Low/Medium/High/Blocker – if you are using elapseit default tasks priorities or, if you already use other custom priorities, add those;
  • If the field is blank, the app will automatically add the default priority: Medium.

13) Status => optional information that can be left blank or filled in with:

  • New/In progress/Testing/Done – if you are using elapseit default task statuses or, if you already use other custom statuses, add those;
  • If the field is blank, the app will automatically add the default status: New.

14) ProjectPhase => optional information that can be left blank or filled in with the title of the project phase.

15) ProjectActivity => optional information that can be left blank or filled in with the title of the project activity.

16) IsParentStory => optional information that can be left blank or filled in with:

  • YES —> and IsSummary is YES also, will be generated a project story, not a phase;
  • NO —> will be generated a project phase.

 

B. How to export the tasks from MS Project, so you can import them, very simple, in elapseit.

If you were using MS Project, to keep track of your tasks, there are a few steps for you to follow, so that your export from MS Project will be ready to be imported in elapseit, with no further editing:

Step 1 

Go to Save => Save as Excel => Click on Save button

First step in export tasks from mpp

 

Step 2

Click on the “Next” button

Step 3

You need to choose the format data of your export, so check the box with “Selected Data” and click the “Next” button

Third step in exporting data from mpp

Step 4

If this is the first time you export your data, to import it in elapseit, you will need to check the box for “Choose New Map” and then click on “Next” button.

Note: alternatively, in the future you can save the created map and reuse it for further exports

Forth step in exporting data from mpp

Step 5

This step will ask you what you want to export, so in this case you need to check the box of “Tasks”, because we are preparing a file with tasks, that we want to import in elapseit. For this work to take as little time as possible and no further editing after export, please also check the box for “Export includes headers” and click on the “Next” button

Fifth step on exporting tasks from mpp

Step 6

In this view you need to choose the information that will be exported, and all the below headers are mandatory columns (in this exact order) in the file that you will import in elapseit so, please, select the following columns in the following order:

  1. ID
  2. Name
  3. Summary
  4. Outline Level
  5. Milestone
  6. Start
  7. Finish
  8. Resource Names
  9. Notes
  10. Predecessors

Notes:

`If you have multiple Resources assigned to a task, elapseit will chose only the first one that is found in the elapseit people list;

“If the resource names is blank or they cannot be found in the elapseit people list, the task will be assigned to the person who started the import.

Sixth step in exporting the tasks from mpp

Step 7

Click on the “Finish” button to save the file.

Note: As mentioned before, optionally you can click on “Save Map” button and save the created map for further usages.

Seventh step in exporting the tasks from mpp

 

The generated file should have all the columns enumerated in Step 6, with the Title, Start.End date filled in, as mandatory information, and all the other columns optional, but the information in them, or the lack of it will influence the settings of the tasks in elapseit (check the first part of the article A. Import tasks from Excel/CSV file).

Notes:

  • Summary tasks in MS Project will be converted to Project Phases in elapseit;
  • Tasks and Milestones in MS Project will be also Tasks and Milestones in elapseit;
  • We don’t support nested summary tasks (one summary task in another summary task). In the case, the nested MS Project Summary task will be created as child Task in elapseit of the root Summary;
  • Outline level = 1 => Tasks with this level will not belong to a phase;
  • Outline level = 2 or other => Tasks with this level will belong to a phase, the previous Summary task in the file.

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