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Import/Export Tasks in Checklist using Excel

Updated: 10 hours ago

Time is your team's most valuable resource. If you are manually typing out dozens of tasks every time you start a project, or copying data cell-by-cell into a report, you are losing hours of productivity.


Checklist as a Service offers robust Import and Export features designed to bridge the gap between your dynamic Teams workflows and the structured world of Excel. Whether you need to bulk-create a complex project or archive a completed one, here is how to handle your data efficiently.


Importing: Setting up the File


Setting up a large checklist with 50+ tasks can be tedious if done manually. The Import feature allows you to build your task list in Excel and upload it instantly.



To ensure a smooth upload, it is important to understand the format first.

Example Import File
Example Import File

Before you upload, your data needs to be in a format the system recognizes. We provide a downloadable template to get you started. Here is how the columns work:

  • task_name: The title of the task item (e.g., "Procure PC").

  • relative_date: This determines the due date. Enter 0 for the task to be due on the Event Date. Enter a negative number (e.g., -2) for two days before the event, or a positive number for days after.

  • assignee: The email address of the team member responsible for the task.

  • reviewer: The email address of the person who must approve the task (optional).


The Import Workflow



Importing task from Excel
Importing task from Excel

Now that your file is ready, here is how to bring it into the app:

  1. Create a New Checklist: Start by creating a new checklist

  2. Select Template & General Info: Choose your starting point and fill in the basic details (Name, Event Date, Calendar).

  3. Navigate to Add Tasks: Click "Create" or "Next" to move to the task creation phase.

  4. Click Upload Tasks: Instead of typing tasks one by one, select the + Upload Tasks button.

  5. Upload and Validate: Select your prepared Excel file. The system will automatically check your file for errors (like an unrecognized email address).

    • Validation Status: You will see a summary confirming if tasks are correctly formatted or if specific lines will be ignored due to errors.

    • Review and Submit: Once the validation passes, click Upload Tasks. Your tasks will instantly populate the list. You can now click Review and Submit to create the checklist!



Exporting Feature in Checklist

Sometimes you need to take your data out of Teams perhaps for a monthly compliance report, a client presentation, or simply for archival purposes.


We make exporting flexible. You get to choose exactly what you need.




Example of exporting a Checklist
Example of exporting a Checklist

Example of Exported Checklist
Example of Exported Checklist

  1. Open your specific Checklist.

  2. Select the Export to Excel option.

  3. Choose the data points relevant to you:

    • Checklist: Exports details like the Requestor, Event Date, and Description.

    • Tasklist: Exports the core work items, including Status, Due Dates, Assignees, and Reviewers.

    • Activity: Exports the full audit trail of comments and changes made within the checklist

Once downloaded, your Excel file presents a clean, organized view of your project, ready for reporting.


TeamsWork is a Microsoft Partner Network member, and their expertise lies in developing Productivity Apps that harness the power of the Microsoft Teams platform and its dynamic ecosystem. Their SaaS products, including CRM As A Service, Ticketing As A Service and Checklist As A Service, are highly acclaimed by users. Users love the user-friendly interface, seamless integration with Microsoft Teams, and affordable pricing plans. They take pride in developing innovative software solutions that enhance company productivity while being affordable for any budget.

 

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