How to Prepare CSV File for Data Migration?

Data migration from CSV files can be a valuable solution for many business needs. This guide covers various aspects of CSV data migration, including:

  • Data entities and how to import them to your project management or collaboration software.
  • CSV file requirements to ensure your project management data migration will be a success.
  • A CSV sample* for importing tasks and record types to include in your header and custom fields.
  • A CSV sample* for importing task comments and record types to include in your header.
  • Tips on how to save your data in a CSV format.

* You can download any of the samples and use them for a Demo migration, as well as to insert your own data and use it for data migration. Or simply rename the headers in your CSV file to correspond to our requirements to the CSV file.

What data can you import via CSV?

To import your project management data, you need to provide two CSV files with

Create three separate files and upload them to the Migration Wizard. To ensure proper CSV file formatting, check our requirements below.

CSV File Requirements

Each file must contain a heading row and a summary column. The heading row is necessary to determine and map the data objects. Ensure that

  • The header row has no punctuation (except for commas separating the columns).
  • The header row is in English (you can use any other language for the content in the next rows).
  • The headers don’t contain identical names.
  • All header columns begin with a capital letter.

Also, consider the following:

  • Make sure your CSV file is encoded in UTF-8. This ensures proper recognition and display of special characters and symbols, and prevents hiccups during the import process.
  • Fields should be separated by commas.
  • Use double-quote marks (") to capture data spanning multiple lines (e.x. tags, attachments, and descriptions).
  • To attach files, provide a public URL to access the attachment. To add multiple attachments, separate them by commas and quote the values in the field. Note: attachment URLs support both HTTP and HTTPS protocols.

How to Prepare the CSV Files?

Download CSV file samples and rest on them when creating your import files. Here we got some hints for you.

CSV file with Tasks (Download Sample)

Your CSV file with tasks should contain the following header columns:

SubjectSchedule kick-off meetingRequired
DescriptionSchedule a kick-off meeting for a new projectRequired
AssigneeNameSarah JohnsonRequired
CreatorNameJohn SmithRequired
CreatedTimeYYYY-MM-DD HH:MM:SSRequired
UpdatedTimeYYYY-MM-DD HH:MM:SSOptional
DueDateYYYY-MM-DD HH:MM:SSOptional
StartDateYYYY-MM-DD HH:MM:SSOptional
CompletedDateYYYY-MM-DD HH:MM:SSOptional

Migrating custom fields

To import custom fields, add tags to column headers (task field names) so the Migration Wizard can identify them. Here is the list of tags you should use:

  • _select - dropdown (e.g., ContentType_select)
  • _date - time (e.g., due_date)
  • _integer - number (e.g., TaskInternal_integer)
  • _decimal - decimal (e.g., Revenue_decimal)
  • Other columns in a file without a tag will be treated as string (text) at mapping

Migrate and map other custom fields as text fields using the _textArea tag.

Tags should be in English to be identified.

File with Comments (Download Sample)

Your CSV with task comments should include the following headers:

BodyWe need to investigate this case as quickly as possibleRequired
CreatedTimeYYYY-MM-DD HH:MM:SSRequired

In case there is more than one comment related to the same task, simply enter the same task ID. Double-check whether the comment IDs are different.

Import Your CSV Files

Once you’ve prepared your CSV files, it's time to log in to your account and start the import.

Converting Excel, Numbers, LibreOffice Calc or Google Sheets to CSV

If you're working with spreadsheet data, converting it to CSV format is a breeze with these simple steps. Whether you're using Excel, Numbers, LibreOffice Calc, or Google Sheets, just follow these instructions: navigate to the "Save As" option and choose the ".CSV" format, similar to saving as ".XLS" or ".TXT."

Save LibreOffice Calc as CSV

By selecting CSV format and saving your file, the conversion process will automatically take place without altering your data. Another option to obtain a CSV version of your file is by using the "Export to" or "Download" function.

Save Google Sheets as CSV

Exporting data to CSV

When exporting data to CSV, you're not simply creating a file from the tabular data within a spreadsheet. Instead, you're downloading data from a database in CSV format, which creates a versatile file that can be edited in various applications, transferred across different devices, or used for backups.

Note that not all programs or applications support CSV downloads, so you may need to rely on third-party tools to obtain the desired data.

Using Notepad or Text Edit, etc. to CSV

Although it's not the conventional method, you can manage small amounts of data using a text editing program like Notepad or Text Edit. Here's how: structure the data using commas or another widely recognized delimiter, where each delimiter represents a different data "column." Then, choose "Save As" and select the "CSV" format from the available options. Keep in mind that some text editors may require you to manually add the ".csv" extension to the file name, such as "File.csv."

Convert tasks in Notepad to CSV

Looking for more data migration details?

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