Importing Tasks into Templates

You can import tasks, or partial task data, from text files such as a Microsoft Excel spreadsheet, into a template. For example, you can enter task definitions as rows in Excel, save the file as a comma-separated values (CSV) file, and then import it into a template. You can also use the Import feature to quickly add many repetitive tasks by editing the fields in a text file and importing it, rather than creating individual tasks.

Note:

Before you import tasks into a template, you must specify task IDs that are unique in the template to ensure that no two tasks have the same ID.

For details on the file format, see Task Import File Format.

To import tasks, you must have security rights to edit the template.

Three options are available for importing tasks into a template:

  • Replace

    Replaces the definition of a task with the definition in the import file. This option replaces the task detail with the detail that is in the file that you are importing. It does not affect other tasks in the template that are not specified in the import file.

  • Replace All

    Imports a new set of tasks that replaces the tasks in a template. This option is useful when you want to replace a template in one system with an updated definition from another system. Tasks that are not specified in the import file are deleted from the template.

  • Update

    Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some custom attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, custom attributes, and other properties are not affected.

  To import tasks into a template:

  1. From Manage Templates, select a template into which to import tasks.

  2. Click Import Tasks.

  3. Enter the name of the file to import, or click Browse to find the file.

  4. Select an import option:

    • Replace—Replaces the definition of a task with thedefinition in the import files. It does not affect other tasks that are not specified in the import file.

    • Replace All—Imports a new set of tasks that replaces the existing tasks. This option is useful when you want to replace a task in one system with an updated definition from another system. Tasks that are not specified in the import file are deleted.

    • Update—Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some custom attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, custom attributes, and other properties are not affected.

    Note:

    The system displays a warning that tasks in the template that match a task ID in the import file will be modified. If you do not want to overwrite the task, click Cancel to cancel the import process.

  5. Click Import.

  • If the import is successful, the “Import Success” dialog box is displayed, indicating that the template name, the name of the file containing the tasks, and the total number of tasks imported. Click OK.

  • If errors are found, the import process is not run, and the “Import Errors” dialog box displays errors. View the errors, then click OK to return to Manage Templates.