How to import tasks?

If you have a list of tasks somewhere and you don't want to manually import them one by one to your project, you can compile them into a CSV file and then import all of them at once with ease.

There are two ways to create a CSV file.

The first one is by using Microsoft Excel to create your import file and then using the "Save as CSV" option to save it in the correct format. This method is pretty straightforward and you only have to remember a few rules.

You can also manually create your own CSV files using a text editor and then save it as CSV. This requires you to follow the format closely to avoid errors or incomplete imports.

EasyContent accepts CSV files using the comma (,) delimiter. Here's the format:

"Task name", "Category 1;Category 2;Category X", "Keyword 1, Keyword 2, Keyword X", "Note", "Template Name"

Let's get started!

Creating a CSV Import File via Microsoft Excel

Creating a CSV import file via Microsoft Excel is fairly easy. You just need to make sure that the order of your items is correct.

You will be using up to five columns. You can leave one or more columns blank if you wish, just make sure you left the right one blank -- for example, if you don't want to add a note, then you'll have to leave column four blank. 

You cannot leave column 1 blank. If you leave it blank and fill out other columns -- the entire line (or task) will be discarded and will not be imported. On the other hand, filling only the first column is valid and it will be imported properly with only the task name and the default template automatically assigned to it (no categories, keywords, and notes).

Here's the column order you should follow:

  • Column 1: Your task summary or task name (this is required).
  • Column 2: Your task's categories.
    • Note: If you need to assign multiple categories, you must separate them with a semicolon. It's important that there is no space before and after the semicolon (;) separator. Example: WordPress;Content Marketing;Blogging.
    • Category names are case insensitive.
  • Column 3: Your task's keywords.
    • Separate multiple keywords with a comma. No other special rules apply.
  • Column 4: Your task's note.
  • Column 5: The name of the template you want to use for the task.
    • Note: Template names are case sensitive. For example, if you have a template named "Product description" and you put "product description" with a small "p" here, it will be discarded and your task will automatically be assigned with the default template instead. Make sure the case matches.

Once you're done, save your file as CSV and import it to EasyContent.

Creating a CSV Import File Manually

Unless you have a specific reason to do so, it's best to use Excel (the method above) or other spreadsheet programs to create your import files. But if you want to create your import files manually (or programmatically), then follow this section carefully.

For example, let's say you have this task:

  • Name: How to Update WordPress
  • Template: Default
  • Category: WordPress, Blogging
  • Keywords: WordPress, updates, how-to
  • Note: This is an article teaching non-tech-savvy users how to update WordPress on their own.

You would format this as:

"How to Update WordPress", "WordPress;Blogging", "WordPress, updates, how-to", "This is an article teaching non-tech-savvy users how to update WordPress on their own."

Note: this is one entry (one task). Everything inside a double quote (") is one item. An item defines an entry's property (i.e. category, keyword, etc.).

Note that we left out the template name since we want to use the default template for this example. But if you want to use a different template, you'll have to add the template's name at the end of an entry.

Important things to know:

  • The items should be in this order:
    1. Task name (this is required)
    2. Categories
    3. Keywords
    4. Notes
    5. Template
  • Every item should be enclosed by a double quotation mark ("item").
  • Items should be separated by comma "," ("item1", "item2", "item 3").
    • You don't have to add a comma after the last item of an entry.
  • When you import multiple keywords, treat them as one item and enclose all of them with double quotes ("). Use a comma to separate them ("kw1, kw2, kw3").
  • When you import multiple categories, treat them as one item and enclose all of them with double quotes ("), Use a semicolon to separate them ("Category 1;Category 2;Category 3"). It's important that there is no space before and after the semicolon (;) separator.
  • Template names are case sensitive. For example, if you have a template named "Product description" and in your CSV import you put "product description" with a small "p", it will be discarded and your task will automatically be assigned with the default template instead.
  • One entry, one line. Use a plain text editor to create your CSV files -- do not use rich text editors (like Microsoft Word). Examples of plain text editors are the default notepad in Windows or the TextEdit in Mac (make sure you enable "plain text mode" in TextEdit). If you're going to create your import files programmatically, each entry (task) must be created in a newline.

Once you're done, save your file as CSV and upload it to EasyContent.

Notes About Importing Categories

Make sure that the categories you define in your CSV import file have already been created in the project you want to import it to. Right now, EasyContent can't auto-create a new category based on a CSV import. You have to manually create them before or after importing your tasks.

When your CSV file is read and EasyContent sees the categories, it will try to find a matching one in the project. If nothing is found, it will leave the category blank. For multiple category imports, only the ones with the matching category will be imported.

Categories are case insensitive. So when trying to find a match, "content marketing" is equal to "cOnteNT MARKETIng". Once imported, however, all categories will be converted to use the same font case formatting as the one used in the project.

Note About Imported Task's Order

When you import tasks from a CSV file, no matter how you created it, the last task in your import file will appear on top of the task list in EasyContent. In other words, the order of your items will be reversed, so keep that in mind.

Example Import Files

Below we have two example import files: one that's manually created and another that's made with Microsoft Excel 2019. You can use these to see how things get imported.

  • Download the manually created example import file
  • Download the example import file created via Microsoft Excel 2019

For these examples to demonstrate properly what they are supposed to demonstrate, create a project with the following categories and templates:

Categories:

  • WordPress
  • Blogging
  • Content Marketing
  • Finance
  • Marketing

Templates (all small letters):

  • guide
  • blog

Use these to play around and see how things get imported.