1. Updating cards using Excel
Using the import function in Kanbanize, you can not only import new cards but also update already existing ones.
The imported update is available through card ID and by an External link.
- Update cards by ID
If a 'Card ID' field in the Excel spreadsheet matches an existing card ID, which is not archived and is not in an archived board, this card will be updated during the import.
- in the spreadsheet, give descriptive names (column headers) to the columns matching the following card fields you want to update: 'title', 'description', 'priority', 'assignee', 'color', 'size', 'tags', 'deadline', 'extlink', 'externallink', 'type', 'typename'.
Note: Only the "Title" is a mandatory field.
To import the file -> go to the sidebar and select the Import/Export icon. Once you import the file, the existing cards will be updated with the data from the spreadsheet.
After the import is completed, you will receive an email with the status for all updated cards.
- Update cards by External link
The "Еxternal link" column is used as a unique identifier, so the import would know which cards to update.
To successfully update your existing cards by External link, you have to create a column header in your spreadsheet named: "External link" where the cells' input must match the "External link" field value of the cards you want to update.
Example: If you import the Excel file as per the example in Image 1 a card with "External link" value: LS ID 752 will be updated. It will get а new Assignee (Peter) and а new Deadline (12/10/2017).
To update a card via the import function, first, you need to make sure that the value in its "External link" field is unique.
Once you have uploaded the xls. or xlsx. file for import and all the requirements are fulfilled, the system will ask you to confirm the update the existing cards with the data from the spreadsheet.
The system will display all cards from the import file that will be updated (highlighted in orange) -> Click on the "Import" icon at the top right corner of the panel to update the cards.
Note: Custom fields (drop-down)
If you want to update a drop-down custom field using Excel and there is an empty cell in the corresponding column -> the import will update the cards with the first available value from the existing drop-down menu.
In case that you include a value which is not present in the drop-down, it will be added to the respective card.
2. How to update/move cards position on the board when importing?
In order to move cards, the imported Excel column names should match the respective field names of the cards that you want to move in Kanbanize. For example:
- Lane Name could be mapped to your legacy layer or type column
- Column Name could be mapped to the Status or Phase column
Important: The "Еxternal link" column is used as a unique identifier, so the import would know which cards to move. If the External Link values in Excel do not match the external link values in the existing Cards, new cards will be created. Usually, it is the unique legacy system ID number that is mapped to the External Link field in Kanbanize.
All movements are logged into the history and metrics tabs of the cards.
So, in case that there are regular updates (weekly or daily) from the legacy system via the Excel Import, the users can take the advantage of the Analytics modules in Kanbanize and inspect their flows.