Note: Tasks or Actions share exactly the same function and customers may refer to either depending on the adopted terminology in their site.
Assurance allows you to import new tasks or actions via a bulk import template spreadsheet. Download the Task Import Guide found at the bottom left of this article, for information on valid data values when importing into Assurance.
In this article, you will learn about:
- Bulk Importing Tasks or Actions
- Downloading an Import Template
- Existing Tasks or Actions Import Template
- Existing Task or Action Assignments Import Template
- New Tasks or Actions and Tasks or Actions Assignments Import Template
- New Assignments for Existing Tasks or Actions Import Template
Bulk Importing Tasks or Actions
1) Select the Administrator Gear Wheel in the top right and select Import under the General section.
2) Select Task and Task Assignments or Actions and Action Assignments.
Downloading an Import Template
Tasks or actions can be imported using different import templates, depending on the type of import you are doing. In addition to new tasks or actions and assignments, existing tasks or actions and their assignments can be updated too.
Existing Tasks or Actions Import Template
Existing Tasks or Existing Actions - allows you to override the information fields associated with the general task title/description/repeat settings/assignment settings. You will need the corresponding Key number of the tasks you are updating, inputted into the spreadsheet in the Key column.
Existing Task or Action Assignments Import Template
Existing Task Assignments or Existing Action Assignments - Similar to Existing Tasks, this spreadsheet allows you to override specific task assignments. For instance, you may wish to update the due dates in bulk. You will need the Assignment Key inputted into the Key column.
Notes:
- As long as you enter the corresponding Key, you do not need to enter in all existing information about the task or assignment if it is not part of your update, it will not be erased upon import.
- You can link to existing Registers/Forms data using the Linked Registers and Forms column. Enter the key of the item on the Register. Use a comma with no space to link more than one item on the Register.
- Updates to overdue task assignments which repeat will only have their next not started assignment affected. Overdue tasks In Progress will be made not started, and evidence of progress will be lost.
New Tasks or Actions and Tasks or Actions Assignments Import Template
New Tasks and Task Assignments or New Actions and Action Assignments - Brand new tasks and/or assignments. Can be used to either create new tasks with no assignments, or with assignments. Check the task layout for Mandatory fields, which means those fields need to be filled out in the import or you will produce an error upon import.
New Assignments for Existing Tasks or Actions Import Template
New Assignment for Existing Tasks or New Assignment for Existing Actions - Requires existing task Key/s to be added to the Task-Key column, starting a new row for each task and corresponding information about the assignment/s attached to those tasks, entered into each row.
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