- SAP Managed Tags:
In this blog post, I would like to
How about we begin with the end in mind? Dear users you can just download these three sheets
Upload Template for Tasks
Upload Template for Requirements
Upload Template for Defects
please note you need to click on Download button as shown below after you navigate
and upload them in the desired application area for Tasks, Requirements, or Defects in our public demo tenant and you can easily know all the details
For those who want to understand the nuts and bolts, please read on.
You need to understand that technically Tasks ( Template Tasks, Project Tasks ), User stories, Requirements, and defects are all Task types. So Excel upload can upload all of them. Independently and in some cases, together. What this means is you can create a fully functional Hierarchy of deliverables, Project tasks, and sub-task in one shot. You can also easily upload a hierarchy of Requirements, User stories, and sub-task along with predecessor information. This blog post will also contain links to sample Excel templates that you can use to upload to your tenant. So let's understand the basic steps
The simplest thing is to create one instance of the item that you want to create and then download it as a template. So if you want to upload tasks, start with a task list. If you want to upload defects, go to the Defect list.
Later you modify that template and upload it.
The way to download a template is really simple. You go to the List view and download the template
but what does it mean? Before you download a template you need to select certain records and adjust your filter settings to help in your process. As an example, if you want to upload Custom Deliverable, Project task, and sub-task then you should create a record manually first and then download it as a template
So assume you create a Project task and a sub-task in the system .. and then download them as Template
it will look like this
Now you just need to change values in the template and upload it.
If you look at the sample upload file
a template of something like this
gives you an output of
hence saving a lot of your time.
The Excel download contains the following tabs also. Thes indicate allowed and valid values supported by Excel Upload
let us understand them
This is the main sheet in which data is edited
You can upload multiple task types together if you follow the syntax. This sheet tells you which types are supported in the upload
We recommend you use "Manually created". Only if you are downloading data from SAP Readiness check and uploading to SAP Cloud ALM you should use the source "SAP Readiness Check"
This shows allowed values for Task status. When you bring your tasks, you can directly set the status in the Excel sheet at the time of the initial upload itself. These values can be used for
If your Excel upload is using the type "Requirement" then you should use one of the following values in the column Requirement status
in this case, you do not need to use the status column in the Excel upload for Requirements as values for Status are mapped from Requirement status
In case you are uploading defects, then you can use the column Defect status and use the following values
in this case, you do not need to use the status column in the Excel upload for Defects as values for Status are mapped from Defect status
This tab shows the Timeboxes ( Phase, sprint, milestones) in your system which you can use while uploading data
Depending on the data you downloaded, this Tab gives you the deliverable list. In case you want the complete list of deliverables then you should select Task type Template and get that list. You also need to understand that you can upload custom deliverables so you can choose any value for Deliverable and are not restricted by this list
Shows the list of workstreams in the system
Shows the list of custom or standard roles in the system
You can maintain Predecessor relationships by maintaining the row numbers
You can maintain Parent-child relationships by maintaining parent row.
You can pick a value from the "Roles" sheet and assign it to items at the time of upload
You need to enter the user ID or email address of the user. This will work only if the user already exists in tenant before Excel is uploaded
You can enter multiple tags separated by commas
you can use this format [Link Label] (Link URL)
You can create a new Workstream by typing a string in the Workstream column in nay row and uploading it
As an example mentioned above, if you build your Excel like this
and upload you should see a success message
and your system should look like
Note that Project task 2 is showing a dependency icon also
Sample file
Sample file
This is really simple. You just need to select records , download for update using the newly introduced option
This option adds unique IDs to your downloaded data. Hence once you modify content in downloaded Excel and upload it again, it does not create new records but updates matching records using the unique ID
As we publish more and more blog posts, it’s easy to get lost. Please visit the Master Blog post and bookmark it.
To understand an end-to-end picture, please visit
Expert Portal for Implementation and stay connected
- Share published Upload Templates
- Explain how Excel upload works
- Explain how Mass Update works with Excel
Published Templates
How about we begin with the end in mind? Dear users you can just download these three sheets
Upload Template for Tasks
Upload Template for Requirements
Upload Template for Defects
please note you need to click on Download button as shown below after you navigate
and upload them in the desired application area for Tasks, Requirements, or Defects in our public demo tenant and you can easily know all the details
For those who want to understand the nuts and bolts, please read on.
How Excel upload works
You need to understand that technically Tasks ( Template Tasks, Project Tasks ), User stories, Requirements, and defects are all Task types. So Excel upload can upload all of them. Independently and in some cases, together. What this means is you can create a fully functional Hierarchy of deliverables, Project tasks, and sub-task in one shot. You can also easily upload a hierarchy of Requirements, User stories, and sub-task along with predecessor information. This blog post will also contain links to sample Excel templates that you can use to upload to your tenant. So let's understand the basic steps
Prepare Data
The simplest thing is to create one instance of the item that you want to create and then download it as a template. So if you want to upload tasks, start with a task list. If you want to upload defects, go to the Defect list.
Later you modify that template and upload it.
Download the Excel Template
The way to download a template is really simple. You go to the List view and download the template
but what does it mean? Before you download a template you need to select certain records and adjust your filter settings to help in your process. As an example, if you want to upload Custom Deliverable, Project task, and sub-task then you should create a record manually first and then download it as a template
So assume you create a Project task and a sub-task in the system .. and then download them as Template
it will look like this
Now you just need to change values in the template and upload it.
If you look at the sample upload file
a template of something like this
gives you an output of
hence saving a lot of your time.
Understand Different Tabs in Excel Template
The Excel download contains the following tabs also. Thes indicate allowed and valid values supported by Excel Upload
let us understand them
Items
This is the main sheet in which data is edited
Types
You can upload multiple task types together if you follow the syntax. This sheet tells you which types are supported in the upload
| Project Task |
| User Story |
| Sub-task |
| Requirement |
| Defect |
Sources
We recommend you use "Manually created". Only if you are downloading data from SAP Readiness check and uploading to SAP Cloud ALM you should use the source "SAP Readiness Check"
Status
This shows allowed values for Task status. When you bring your tasks, you can directly set the status in the Excel sheet at the time of the initial upload itself. These values can be used for
- Project tasks
- User stories
- sub-tasks
| Open |
| In Progress |
| Blocked |
| Done |
| Not Relevant |
Requirement status
If your Excel upload is using the type "Requirement" then you should use one of the following values in the column Requirement status
| In Refinement |
| In Approval |
| In Realization |
| In Testing |
| Blocked |
| Confirmed |
| Not Planned |
in this case, you do not need to use the status column in the Excel upload for Requirements as values for Status are mapped from Requirement status
| Requirement Status | Status |
| In Refinement | Open |
| In Approval | In Progress |
| In Realization | In Progress |
| In Testing | In Progress |
| Blocked | Blocked |
| Confirmed | Done |
| Not Planned | Not Relevant |
Defect status
In case you are uploading defects, then you can use the column Defect status and use the following values
| New |
| In Progress |
| Retest Required |
| Postponed |
| Closed |
in this case, you do not need to use the status column in the Excel upload for Defects as values for Status are mapped from Defect status
| Defect Status | Status |
| New | Open |
| In Progress | In Progress |
| Retest Required | In Progress |
| Postponed | Blocked |
| Closed | Done |
Timebox
This tab shows the Timeboxes ( Phase, sprint, milestones) in your system which you can use while uploading data
Deliverable
Depending on the data you downloaded, this Tab gives you the deliverable list. In case you want the complete list of deliverables then you should select Task type Template and get that list. You also need to understand that you can upload custom deliverables so you can choose any value for Deliverable and are not restricted by this list
Workstreams
Shows the list of workstreams in the system
Assigned roles
Shows the list of custom or standard roles in the system
Which attributes are supported by Excel Upload
Predecessor Relationships
You can maintain Predecessor relationships by maintaining the row numbers
Parent-child relationships
You can maintain Parent-child relationships by maintaining parent row.
- Project Task can be the parent of a sub-task
- User story can be the parent of a sub-task
- Requirement can be the parent of a User-story
- Requirement can be the parent of the Project task
Assigned roles
You can pick a value from the "Roles" sheet and assign it to items at the time of upload
Assigned persons
You need to enter the user ID or email address of the user. This will work only if the user already exists in tenant before Excel is uploaded
Tags
You can enter multiple tags separated by commas
References
you can use this format [Link Label] (Link URL)
Workstreams
You can create a new Workstream by typing a string in the Workstream column in nay row and uploading it
Example for task upload
As an example mentioned above, if you build your Excel like this
and upload you should see a success message
and your system should look like
Note that Project task 2 is showing a dependency icon also
Example for Requirement Upload
Sample file
Example for Defect upload
Sample file
How to Mass update using Excel upload
This is really simple. You just need to select records , download for update using the newly introduced option
This option adds unique IDs to your downloaded data. Hence once you modify content in downloaded Excel and upload it again, it does not create new records but updates matching records using the unique ID
Next Steps
As we publish more and more blog posts, it’s easy to get lost. Please visit the Master Blog post and bookmark it.
To understand an end-to-end picture, please visit
Expert Portal for Implementation and stay connected
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