You are now able to update board data to your Fluid instance offline and in bulk, through the use of the Fluid Bulk Edit function.
In this article, we will cover the steps on how to go about updating your board data via the Bulk Edit function.
Step 1. Access the Bulk Edit function
- To access the Bulk Edit functionality, navigate to the board that you wish to update. Select Tools underneath your profile avatar, (top right of the page) and when the dropdown menu appears, select Bulk Edit.
Step 2. Download the data file
- If you want to download the excel file with existing data from the board, ensure that Include existing data is ticked. To extract a blank file, untick the box.
- Click on Download.
Step 3. Access the downloaded file and edit the data
Locate and open the bulk edit excel file that you just downloaded. Add or edit all of the required changes and save the file.
See the table at the bottom of this page for a full description of each column.
Step 4. Upload the data file
When you are happy with your changes, navigate back to the open Bulk Edit dialogue in Fluid, and select Upload. Select the file that you just worked on and upload it.
NOTE: If you are uploading items to a different board, first navigate to the board that you wish to upload to, and open the bulk edit dialogue from there.
The progress bar will indicate when the upload process is completed, and if any errors have occurred during the upload process, they will be listed below the progress bar.
DATA FILE COLUMN DESCRIPTION
Remember when populating the excel:
Column & Title
What happens if this field is left blank?
|A. Id||The task unique Id of the task. This value is set by the system when a new task is created and is used to uniquely identify the record. This field should, therefore, be left blank when creating a new task.||When updating existing tasks on a board, this is the ID that will be used to match the record in the excel to a task on the board.|
If this field is blank then the upload will check the Guid (column P). If this is also missing the upload will not match to an existing task and a new task will be created.
|B. ShortId||The task unique identifier within the board. This value is set by the system and cannot be updated.||Information purposes only. It is not necessary to populate this column on upload.|
|C. Title||The task title.||This is the only mandatory field to complete in order to add or update a task.|
|D. Description||The task description. This is a detailed explanation of the task.||No description will be set.|
|E. AssignedTo||The task assignees. Tasks can be assigned to: ||It is not necessary to populate this column on upload. |
Full names for assignees, project name and workhub name, are just display text and are included in extracts to help you better identify who is assigned to an item. The User ID (column F) is the actual identifier that is used to match the assignee to an account/project/workhub in Fluid.
|F. AssignedToId||If the assignee is a person, then the value should be the assignee's username. If the assignee is a project or workhub, then the value should be the unique Fluid ID for the project or workmen entity.||This is the unique identifier Fluid will use to set the assignees - if this field is left blank, no assignees will be added to the item.|
|G. Status||The task status. Status values will vary depending on the customised columns of the board.|
If the board is configured to include Project Pipeline, the status will be used to automatically create the project on the board task.
|H. SprintName||The name of the board which the task will be added to.|
To add a task to backlog, you can:
To add a task to the board, you need to set the value to the board name you want to add the task to.
|If left blank the task will be dropped into the BACKLOG of the board.|
|I. TaskType||The task type.||The type will default to Task.|
|J. Points||The points of effort that it will take to complete the task.||Points will default to 1 point.|
|K. Impact||The impact that the task will have on the business overall.||Impact will default to 1 point.|
|L. Priority||The priority of the task – High, Medium or Low.||Priority will default to Medium.|
|M. DueDate||The date that the task is due.||No due date will be added.|
|N. Theme||The task's theme.||No theme will be selected.|
|O. Impediment||The factor that may slow the progress of the task down. Set as "No" by default in Fluid.||Impediment flag will default to FALSE / NO.|
|P. Guid||The unique string identifier for the task.||When updating existing tasks on a board, the Guid is used to match the record in the excel to a task on the board.|
If this field is blank then the upload will check the ID (column A). If this is also missing, the upload will not match to an existing task and a new task will be created.
|Q. DeleteRecord||If you want to delete a task altogether, type in Yes. Remember, deleting a task this way is irreversible.||The task will not be deleted.|
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