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Modifying Items (bulk Tasks, Projects, Risks or Users) with Imports
Modifying Items (bulk Tasks, Projects, Risks or Users) with Imports

Making bulk changes to information in WeTrack

Leoni Keogh avatar
Written by Leoni Keogh
Updated over a week ago

First, export the data

Admin users can export large amounts of data from the WeTrack system, modify the data and reimport the modified information. To modify large amounts of data, click on your avatar, and navigate to Settings > Imports & Exports > Import Manager. Select the data type which you wish to modify, and select ‘Update Existing [Item Type]’. In this example, we are modifying Tasks, but you can also export and modify Departments, Users, Projects, Task Groups and Risks.

Apply any filters to the information you wish to modify by clicking ‘Add Filter’. Next, click ‘Download [Item Type] Template’.

Next, modify the data

Open the saved file and you will see a spreadsheet similar to the below example. In the spreadsheet you can edit fields as desired, but bear in mind that information will have to be consistently formatted for the import back into the WeTrack system to be successful, e.g. in the "Context - Projects" column, you must use the code or name for the Project you are choosing exactly as it appears in WeTrack.

Finally, re-import the data

When you have finished editing information in the spreadsheet, save the file in XLSX format and then return to the same screen in the Import Manager, and click ‘Upload File’.

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. In modifications such as this, the import should consist of entirely of overwritten rather than new files. 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.

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