1. Introduction: how to update cards and Initiatives using Excel?
You can update existing cards and initiatives using an Excel spreadsheet.
Users can update items:
- by card ID (internal and custom)
- using the External link field of the card
TIP: The easiest way for cards/initiatives update via Excel, would be to first export the items in an Excel spreadsheet -> change the properties (in the Excel file) that you want to update -> import the file back to update the existing cards.
Whether you update by ID or External link field, you have to properly format the xls. or xlsx. file, so that your data can be matched to the card properties in Kanbanize.
In the spreadsheet, give descriptive names (column headers) to the columns matching any of the following Kanbanize card properties: 'title', 'description', 'priority', 'assignee', 'color', 'size', 'tags', 'deadline', 'extlink', 'externallink', 'type', 'typename'. Only these properties are allowed for an update using Excel. Select the properties in accordance with your specific needs.
Note: Make sure that each column header in the Excel file is typed correctly, otherwise you will not be able to import the values of that column.
Insert the new properties' values in the corresponding column cells in order to update the existing ones. Take a look at the following file to see what an example of an Excel spreadsheet file should look like.
1) The "Title" field is a mandatory field.
2) Custom fields can be updated only if they have been assigned to the board prior to the import.
The column headers in your spreadsheet need to match the name of the Custom field you wish to import. For example: The column headers in Table 2: Sign off by; Version; Severity and Customer are custom fields that have been created and added to the board prior to the import.
3) Custom fields (drop-down type) update
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/initiatives with the first available value from the existing drop-down menu.
In case you include a value that is not present in the drop-down, it will be added to the respective card.
Update CARDS and INITIATIVES by ID (internal, custom)
To update a card by ID, you need to create a separate "Card ID" column in the Excel file (img.1).
If the 'Card ID' number in the Excel spreadsheet matches an existing card ID in Kanbanize (which is not in an archived board), then the card will be updated after the import.
All other properties' values from the imported Excel file will be added to the corresponding card fields and will replace the old values.
Note: If the Excel file contains both the Card ID column and the Custom Card ID column, the system takes with a priority the default Card ID when updating the items. In case you want to update your cards by Custom Card ID, you have to delete the Card ID column to avoid confusion.
Update CARDS and INITIATIVES by an 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 or Initiatives by External link, you have to create a column header in your spreadsheet named: "External link" where the cells' entries must match the "External link" field value of the cards/initiative you want to update.
For example: If you import an Excel file with an External link column and the cell entry matches the card's "External link" value: LS ID 752, then all other card properties will be updated.
Important: Make sure that the value in its "External link" field is unique.
2. How to update cards and Initiatives on different boards with a single import?
The system allows you to:
Update existing cards and Initiatives into multiple boards with a single importWhen formatting the Excel file, you need to add a column header “Board Id” and input the ID values of the respective boards. After the import, each card/initiative will be updated in the corresponding board.
Note: You can see your board ID as the final part of your URL in the browser address bar or when you hover on a Board name in the Dashboard.
Similarly, you can use the name of the board, instead of the Board ID to update cards and initiatives into multiple boards. All you need to do is to create a column with a header "Board Name"
and enter the respective Board names.
Note: If two boards in your Kanbanize account have the same name, you will get an error message during the import.
3. How to import your Excel file for an update?
To import the Excel file and update your cards -> go to the Board sidebar and select the Import/Export icon.
Browse the file you want to import.
Once you upload the xls. or xlsx. file, the system asks for your confirmation.
Click YES to proceed with the import,
The system will display all items from the import file that will be updated (highlighted in orange) -> click the "Import" button at the top right corner of the panel to update the items.
When the import is completed, you will receive an email with the status for all updated items.
4. How to move cards and initiatives on the board using Excel?
In order to move cards/initiative using Excel, the column names in the file should match the respective field names of the items that you want to move in Kanbanize.
- 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/initiatives to move. If the External Link values in Excel do not match the external link values in the existing Cards/Initiative, new items 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 analyze their flows.