Importing Tasks into Schedules

You can import tasks, or partial task data, from text files into a schedule with a status of Pending or Open. For example, if you have a Microsoft Excel spreadsheet with task definitions, you can save the file as a CSV file, then import it into a schedule. You can also use the Import feature to quickly add many repetitive tasks by editing the fields in a CSV file and importing it, rather than creating individual new tasks.

You cannot import tasks into schedules that have a Closed or Locked status.

Note:

Before you import a file to a schedule using the Update option for a closed task, remove the Owner, Assignee, Approver, and Start Date and Time fields from the import file, or an error occurs.

If you import information on an End-User task that has started running, it is reset to Open with Assignee status, and the answers to questions are cleared.

  To import tasks into a schedule:

  1. Select Manage, then Schedules.

  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 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 schedule that are not specified in the import file.

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

    • 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 schedule that match a task ID in the import file will be modified. If you do not want to overwrite the task, click Cancel.

  5. Click Import.

    • If the import is successful, the “Import Success” dialog box is displayed, indicating the schedule 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 the errors. View the errors, then click OK to return to Manage Schedules.