Overview & background
Fieldwire's task importer allows you to bring in multiple Fieldwire tasks at once. This is useful if you need to:
- Create bulk repeated tasks, e.g. if you're working on a residential project and need to create an inspection task in each unit.
- Import tasks from an excel spreadsheet, such as a comments register from a subconsultant or client.
- Transfer tasks from one project to another.
Imported tasks can include:
- Checklists: you can choose to bring in the tasks pre-populated with checklists which have already been added to the Project Settings.
- Files: once you have added documents into the Files tab, you can attach these to tasks through the task importer.
- Attributes: tasks can also be added with all of the task attributes, including Category, Location, Start / End dates, Tags, Plan, etc.
How to import tasks
Navigate to the Tasks tab and select 'Import Tasks':
The task importer opens as a popup, with rows to define each task and columns for each task attribute you want to define (either one by one, or by copy-pasting from a spreadsheet, etc.):
Tips to speed up the process
Use a Spreadsheet template
The task importer is very similar to Fieldwire's CSV reports. We highly recommend using the Fieldwire CSV report to manipulate your data. From there, you can copy and paste into the Task Importer.
Double clicking in a cell will give you a dropdown of options. This can quicken up the process of designating categories, adding checklists, etc.
Fieldwire will auto populate your options once you start typing within the Task Importer. This is particularly useful for when you are adding files to the tasks.
To assign an attribute to multiple rows, you can select the small square at the bottom right of the cell, and drag down to the desired row.
Make sure to add a hashtag(#) before your tag in the description/hashtag column. Adding the hashtag(#) will let the system know it is a tag. You can add multiple tags by separating them with a comma.
CTS vs Non-CTS project
Custom Task Status will be available in all new projects. With this change, you will have to add the exact name of the status to the task importer.
For projects without CTS, you could add 1 (priority 1), 2 (priority 2), or 3 (priority 3).
Once nested locations have been created in the project, you can leverage the Task Importer to import several tasks with those nested locations. There are five location tiers, which are reflective of the location tiers imported, or manually added, under the 'Settings' tab.
To ensure the Tasks will be imported without errors, you'll need to include the location path up to the location you would like the task to adopt.
In the example below, tasks 1-5 will adopt the location outlined in Red:
The location tier structure in the Task Importer should reflect the order of the tiered locations in the CSV template that has been imported, or within the 'manage location' modal:
In the Task Importer, if you only reference location tiers 2-5, without filling out the contingent location path, you will not be able to import the tasks:
Tip: Leverage the CSV template when importing several tasks, as these tiers have, presumably, been correctly formatted.
X & Y Coordinates
Each task pin can be associated with X & Y coordinates on a plan sheet. This will place the task pin in that location on the sheet. To obtain a better idea of how Fieldwire uses X & Y coordinates - refer to the unique overlay below - you can upload this to your project, and compare it with an existing sheet for reference - download the overlay here (34 x 22 inches), or (30 x 42 inches).
Export Related Tasks
When Generating a CSV task export, the Related tasks associated with the tasks will be included in Column V. These are the related task titles:
Associate Related Tasks
You can import one related task per row in the task importer - however, you cannot create new related tasks, meaning the related task will need to exist in the project. Double-click on one of the cells in the 'Related task name' column to view a drop-down menu of your project tasks:
If the related task name is not an exact match, the cell will turn red. The Related task name will need to be adjusted to be an exact match:
After importing tasks, if the assignee isn't a user in your project, the assignee will receive an invitation and be added to your project as a member; the user will be added to your account as a project user. Please note that this could cause extra charges if you go over your license count. To learn more about overages, please see the following article:
Red cells indicate where categories, plans names, etc. are inconsistent between the old and the new projects. You can either just delete this information, or manually change it to match the new project. If there are many red cells, simply cancel the import and set up the new project with the same attributes before completing the import.
Tutorial on Exporting and Importing Tasks