Admin users can import a large amount of new sub-tasks into the WeTrack system. Click on your avatar in the bottom left-hand corner of any WeTrack page, and navigate to Settings > Imports & Exports > Import Manager.
You can now import sub-tasks at the same time as you import their parent tasks, saving you time and effort.
In the Import Manager, select the Import Type you would like; in this case, select Tasks. WeTrack will then provide you with an Example Template to download: click ‘Download Task Import Template’ to save a copy to your computer.
You can now open the spreadsheet on your computer and make changes, adding as many tasks and sub-tasks as you like. The columns are predefined so that when the data is imported back into the WeTrack system everything goes to the right place. To make sure you are putting the right information in the right column, please follow the instructions on the Import Manager screen carefully.
The spreadsheet will look something like the below. As System Administrator, it is up to you to make sure that Project and Department names are predefined along with their codes, so that the context columns can be completed correctly. You can share this template with members of your team and have them fill in the Tasks relating to their Department, as long as they follow the instructions carefully.
The additional step when importing sub-tasks concerns their parent tasks. In the ‘Item Number’ column, you must label your parent tasks #1, #2, #3, etc. Leave the Parent column blank. To then associate a sub-task to a parent task, put the parent task’s item number in the column entitled Parent in the row in which you are creating the new sub-task. This will look something like the following:
[If you are creating departments, projects and tasks in one, please follow this article on importing an entire project plan into WeTrack].
Completing the Import
Once you have added all the Task information to the spreadsheet, save the file (in XLSX format) and then return to the same screen in the WeTrack Import Manager. Click on ‘Upload File’, locate the saved spreadsheet on your computer and import the information.
WeTrack will then map the columns in your spreadsheet against the relevant predefined fields in the system and verify if all the information is compatible. If there are any validation errors with the template, the system will inform you of them and give you the chance to fix them.
The system will inform you of how many new items will be created and whether there will be any files overwritten as a result of your import.
Once you are satisfied that the columns match and that your import is not overwriting other important data, click on ‘Start Import’.
The data will be available in the system within fifteen minutes and you will receive an email to let you know that the import is complete.