Import data from file | Zoho Sprints Help

Import data from file

Importing work items from a file allows you to easily recreate existing data within Zoho Sprints.


Let's assume you have a customer issue tracking system in which all the issues filed by your customer are monitored. You need to transform those issues as work items in your Zoho Sprints projects. If you can export those issues in a file, you have yourself an easy way to transfer all those issues to Sprints. All you need to do is just upload the file containing the issues, map the files contents as fields, assign users, assign estimation points, and you can import the data and create your sprints and items right away.

Import the data in three easy steps:
  1. Upload your file.
  2. Map data in the file.
  3. Initiate import. 

Select and upload file

To upload file:
  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Work Items under Imports.
  3. Select the project to which the items need to be imported.
  4. Click the Upload your file link to search and locate the file.
  5. Click Open to upload the file.
  6. Select Yes or No to import sprint.
    1. If Yes, there will be a sprint column and the values will be created as new sprints (if a sprint with the same name is not already available in the project).
    2. If No, you need to select the target location for the items to be imported. It could be the backlog or some existing sprint.
  7. Click the Import button. The file will be selected to import. Next, you will be redirected to data mapping.

You can download a sample XLS, CSV, and JSON file to tryout importing.

Map data

You need to map data in the file to sprint data format to enable smooth and meaningful transition. Map the following data:
  1. Fields
  2. Users
  3. Estimation points
  4. Status

Field Mapping

The list of sprint fields will be displayed. This includes fields like Item Name, Item Owner, Item Type, Duration, and more. A dropdown field will be displayed against each of the fields, allowing you to pick data from the file you're importing. This enables you to map the file data with the sprint data format. When this mapping is done, your imported items will be in the proper sprint format.
  1. Test your import with the available sample xls file.
  2. Map file fields to their corresponding sprint fields.
  3. Field mapping helps you transform your data into sprint work items.
  4. It is mandatory to have the Item Name field.
  5. The sprint type will be based on the sprint's type column mapping. If it's not mapped, the sprint will be added to the backlog.
  6. If the sprint type is mentioned as Completed, all imported items in that sprint will be assigned "Done" status.
  7. Unmapped fields will be mapped to default values in Sprints. 

User mapping

Use this option to map users in your file to the corresponding users in your project. You can either leave the work items unassigned or assign them to specific users in your project. Once the fields are assigned, click Continue.  
  1. Map users in the file to sprint users.
  2. User mapping helps in assigning users in Sprints.
  3. If users are not mapped, the items imported will remain unassigned.
  4. User mapping is disabled if Assignee field is left unmapped in the field mapping tab.

Estimation points mapping

Map estimation points in sprints to the estimation points available in the file you're importing. For instance, if there is a 5 in the file and you want all tasks with 5 to be 1 in Sprint, map 5 with 1. You can also leave the points unassigned.
  1. Map estimation points in the file to sprints estimation points.
  2. Estimation mapping helps you quantify work items in Sprints.
  3. If estimation points are not mapped, estimation points in the items imported will be empty.
  4. Estimation points mapping is disabled if Estimation field is left unmapped in the field mapping tab. 

Status mapping

Map the status of the file against the status in sprints. This will mark the status of the imported items according to the mapping. You can also leave the status unassigned.
  1. Map status in the file to sprints status
  2. Status mapping enables you to track the progress of the imported work items in Sprints.
  3. If status is not mapped, the default status in Sprints will be assigned to the imported items.

Initiate import

Once you've completed the mapping for status and you click Continue, the import is initiated. The process might take some time but you will be notified once the import is complete. You can check out the completion status in your feed and activity stream.

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