Importing Projects and Tasks from Spreadsheets into Project Insight

A step-by-step guide to importing your project data

Many growing teams manage projects in spreadsheets. At first, that can feel simplistic and flexible. But as more people, projects, deadlines, updates, and dependencies get involved, spreadsheets often become harder to manage than the work itself.

Project Insight makes it easy for teams to move from static spreadsheets to automated project plans that are easier to maintain, update, and report on.

• One current source of truth — no more version confusion or out-of-date files
• Real-time visibility into project health, capacity, and progress
• Automatic notifications when work changes — no more chasing status
• What-if scenario modelling before you make reprioritization decisions
• Connections to downstream tools like Jira, Azure DevOps, ServiceNow, and Power BI

Before you start — Decide which path to take

Before importing, take time to answer three questions to determine which import path to follow and what to set up in Project Insight first.

• Question 1 — How much detail is in your spreadsheet? Do you have individual tasks with dates, assignments, or dependencies? Or just high-level project names?
• Question 2 — Are people or roles already assigned? Are tasks assigned to named users or resource types (like Developer, Analyst, Designer, or Project Manager)? Or will you add assignments after import?
• Question 3 — How much do you want to migrate right now? You don't need to move everything at once. A phased approach — starting with project records, then adding tasks, then users is another possible path.

Which path is right for you?

Use this table to identify your import path based on what's in your spreadsheet today.

Before you import

Fields shown with an asterisk (*) in the field reference tables below depend on add-ons or configuration that must already exist in your workspace. Check these before uploading your file — if they aren't set up, either install, create, or configure them first or remove those columns from your import file.

Prepare your spreadsheet

Regardless of which path you take, clean data makes for a smooth import. Before you upload anything:

• Gather your spreadsheets.
• Plan to use the Project Insight import template — even if you have your own spreadsheet, the template headers prevent mapping errors
• Download and open the appropriate Project Insight import templates: 
  • Importing Your Task List
  • Importing Your Project
• Confirm that users, assignees, and other field information data are spelled exactly as they appear in Project Insight

Path 1: Full import — Import users, resources, projects, and tasks

Use this path when your spreadsheet includes projects and tasks and possibly named people or resource roles assigned to tasks, and you want task structure to come in cleanly from day one.

Step 1: Review the data columns in your current spreadsheet.

Step 2: Create or confirm all your needed “users” in Project Insight.

If you want your imported tasks/projects assigned to real people, those users must already exist in the workspace. You can create users one at a time or import them in bulk using a separate spreadsheet process: Bulk Import Users

Step 3: Confirm that the data points/fields you want to import from spreadsheet hav been configured in Project Insight. For example, if your spreadsheet has resource types listed, you need to install the Resource Type add-on and configure the matching types in your Project Insight workspace before importing. 

Make sure names in your spreadsheet match the names or values configured in Project Insight exactly. Mismatches are the most common source of import errors.

Step 4: Determine if you want to set up task hierarchy or dependencies

Note: How task hierarchy works: Summary Tasks

Two import template columns control how tasks are nested inside a project: Task ID and Parent ID.

• Use Task ID to number your tasks
• If you need to make any task a Summary, use the Parent ID feature giving child tasks a parent task ID to the summary task you wish to be the parent.
• Nesting can go multiple levels deep.

This lets you build your entire work breakdown structure in a single import.

Note: How predecessor logic works Adding Predecessors

The Predecessor column tells Project Insight which task must finish before another can begin.

• If a task lists 2 in the Predecessor column, Task 2 must be completed first
• The current task is automatically scheduled as the successor

Dependencies come into the system already connected — no manual linking needed after import.

Step 4: Import your projects and tasks 

Importing tasks into a project — step by step

1. Open the target project in Project Insight.
2. Click + Task and choose Import from Excel.
3. Download the task import template if you haven't already.
4. Upload your formatted template file from the steps above.
5. Review the imported task list. Tasks will appear with their structure, assignments, and predecessor relationships already connected.

Field reference — tasks

Fields marked * require the related add-on or configuration to already exist in the workspace.

Path 2: Import projects only

This is the fastest first step and ideal for starting with portfolio-level visibility. Use this path when you want to centralize active work quickly and build out task plans later.

1. Navigate to the Projects from the main menu or home screen.
2. Click the three-dot menu next to + Project and Templates. This menu is only visible to PMO users and System Admins. If you don't see it, contact your PMO or System Admin for help.
3. Download the import template from the import screen. Use this template even if you already have a spreadsheet — the supported headers prevent import errors.
4. Copy your project data into the template, or copy the template headers into your existing file. Only include the fields you plan to use.
5. Confirm that the data points/fields you want to import from spreadsheet have been configured in Project Insight. For example, if your spreadsheet has priority listed, you need to install the Priority add-on and configure the matching types in your Project Insight workspace before importing your spreadsheet. 
6. Make sure names in your spreadsheet match the names or values configured in Project Insight exactly. Mismatches are the most common source of import errors.
7. Save your file and upload it.
8. Review the imported records on the Projects Home page. Confirm that project details came in as expected before moving on.

Field reference — projects

Fields marked * require the related add-on or configuration to already exist in the workspace.=

Best practices for moving from spreadsheets to Project Insight

Start with clean data Remove duplicates, fix inconsistent naming, and confirm dates and owners before you import. Data quality problems are much easier to fix in a spreadsheet than after the import.

Use the Project Insight templates Even if you already have a spreadsheet, copying your data into the supported template headers is the single most reliable way to prevent import errors.

Import in phases You don't need to migrate everything at once. Many teams start with project records only then add tasks, then add user assignments. Each phase is low-risk and reversible.

Configure workspace-dependent fields first Any field that depends on a configured add-on or workspace setting must be set up before import. If you're not sure whether a field is ready, remove it from the file — you can always add it in a later import.

Don't aim for perfection on day one A successful first migration does not need to include every field. Get your core project structure in first, then enrich the data over time.

What improves after the import?

Once your work is in Project Insight, your team gains tools that static spreadsheets can't provide:

• Update work in one shared system — everyone sees the same current state
• Receive automatic notifications when tasks change or deadlines shift
• Track progress and project health in real time
• Model what-if scenarios before making reprioritization decisions
• Report into Power BI and other downstream tools automatically
• Connect time tracking workflows across systems like Jira, Azure DevOps, and ServiceNow

That shift lets project managers spend less time maintaining files — and more time managing delivery.