In Scoro, a task is usually a specific assignment you or someone from your team needs to do – for example, designing a logo as part of a rebranding project, or calling a sales lead for feedback on the sales proposal.
It is possible to import already completed tasks as well as upcoming assignments.
- Download the example file and follow its structure. You can find the example file by going to the Import/Export module and selecting the relevant import page (tasks).
- Insert data about each task on a separate row of the file.
- Mandatory fields that need to be filled out to import tasks:
- Responsible user. An employee who is responsible for the task (but is not necessarily the doer of the task and may have delegated it to someone else). When importing historic completed tasks, normally the responsible user and the assignee (doer) of the task are the same. This person must have a user account in Scoro before importing the tasks. Add their first and last name to the responsible user column (exactly like written on their Scoro user profile). If the responsible user functionality is switched off and you don't want to use it on your Scoro site, there is no need to fill this column.
- Assigned to. An employee who completed (or must complete) the task. This person must have a user account in Scoro before importing the tasks. Add their first and last name to the assigned to column (exactly like written on their Scoro user profile).
- Deadline – by which date the task should be completed.
- Date – by which date the task was actually completed. Should be filled only in case of done tasks.
- Possible date formats:
yyyy-mm-dd (recommended format)
- Possible date formats:
- Duration – in case of a completed task, the duration signifies the actual time spent on the task. In case of an uncompleted task, the duration represents the planned time for the task. Format of the duration: hh:mm
- Priority – '1' represents high priority (red checkmark in Scoro), '2' medium priority (yellow checkmark), and '3' low priority (blue checkmark). It’s possible to group and filter tasks by their priority in Scoro.
- Activity type – activity types are used to categorize (tag) your tasks. Using activity types provides in-depth analysis opportunities (how much time different activities take by users and projects, for example). Make sure that the activity types in the file match the ones created in Scoro. If a match is not found, a new activity type is automatically created during the import.
- Status – to indicate the progress of the task. Make sure that statuses that you use in the file are already predefined in Scoro. If there is a mismatch in the names, the default status of a new task will be used instead (in case of an uncompleted task). If the task has been marked as completed then the completed status will be used. If you have disabled task statuses in Scoro, there is no need to fill this column.
- Title and description – free format text can be added. The description normally contains detailed instructions or any other specific information about the task.
- Done – mark '1' if the task is already completed, mark '0' if the task is not yet completed.
- ID – task ID, this field should only be filled if you want to update already existing tasks in Scoro. If the import file contains only new tasks, just delete the column from the import file.
- Company and Contact person (or their ID) can be filled if a task should be linked with a company and/or a person. Make sure the contact names in the file match the existing ones in Scoro. If the match is not found, a new contact is automatically created during the import
- Project – can be filled if a task should be linked with a project. A project name or number can be used for linking them.
- Invoice_id, quote_id, order_id, bill_id - can be used if you wish to link the task with any of the sales or purchase documents. In that case, the documents must already exist in Scoro. The document ID (not the number) should be used for linking – export the relevant documents to see their document ID.
- If a task has several assignees, make sure they are separated with a |. Also, the setting Assign tasks to multiple users must be enabled. All the time already spent on a task (task duration) will be logged under the person who is listed first in the import file in the respective Assigned to field.
- Delete the columns you do not need before the import.
After you have prepared the file, import it to Scoro.
Now to the mapping phase. Map the columns you filled out in Excel to the fields in Scoro. If you have used the column headers from the template file, most fields are mapped automatically.You can either update already existing items or add new ones. If you are importing new projects (or just doing the very first import) just deselect the option Update already existing items.
- Save matched column headers as default – if the checkbox is ticked and the Import button is clicked, the column header names in the import file are saved, so the next time you import a similar file, the system will match the values automatically.
Click the button Import to start the import process. Scoro will notify you once the import is complete. If some import lines contain errors, the lines with errors are not imported. You will get an error report indicating what the issues were. Just download the file, make the needed corrections, and import it again.
Note! The activities you add to your Scoro site via import, cannot be linked to a quote line right away through the import. This action must be done manually directly from the quote. More on how to link with an existing task we have in this article.