You can import tasks into Positive User from a CSV or XLSX file to organize your team’s workflow faster and more efficiently. This helps you avoid manual data entry and ensures that every to-do item is correctly assigned and tracked within the platform. In this article, you’ll find out how to prepare your file and import tasks correctly.
To learn more about the tasks in Positive User, check the following articles:
Before you begin, make sure your file is properly structured and that you understand how data is stored in Positive User. The platform uses both standard attributes (built-in fields such as “name” or “status” ) and custom attributes (fields you create yourself).
Check/Create Task Types: Choose from the existing task types or create your own ones to use the ID in the import file. Go to “Settings” → “Workspace Settings” → “Sales” → “Task types”.
Match Standard Attributes: If your spreadsheet columns match standard attributes, you can import the file immediately.
Create Custom Attributes: If you want to include additional information that is not supported by default, you will need to create the relevant custom attributes first. Follow the steps in “How to Create a Custom Attribute“.
Verify Data Types: Make sure that each column has the correct attribute value type. For example, if you want to import "Scoring", make sure your attribute is an integer. If you want to import a "Date", set the attribute as datetime. Refer to “What Is an Attribute” for details on specific data types.
Before uploading, ensure your file is formatted correctly. If you aren't sure how your file should look, you can download a ready-to-use template directly from the app by clicking the “xlsx” or “csv” button in the “Data” → “Import” section.
To find more tips about data formatting, check our dedicated article.
Required Fields
You must have a unique identifier for each task - this can be task name.
name (unique name of the task)
type (ID of the task type from the “Workspace Settings”)
datetime (deadline in a ISO 8601 format, e.g. 2027-07-28T15:49:29.407857Z)
duration (in minutes)
done (status of the task, where “FALSE - in progress”, “TRUE - done”)
done date (this is an obligatory field, if you choose “done = true”)
Additional (recommended) columns:
custom_id (if you plan to update tasks via CSV import in the future)
person (contact_id of the contact you want to assign task to)
company (name of the existing company you want to assign a task to)
deal (deal_id of the deal you want to assign task to)
assignee (first and last name of the team member responsible for the deal)
description (a text field that adds more context to the task)
+ your custom attributes created in the app in prior
Column Headings
Always include column headings in the first row of your file. Try to give your columns exactly the same names as the existing in Positive User attributes have. If the column name is identical to the attribute name, the system will match them automatically during import.
Encoding
What is encoding? Encoding tells the computer how to interpret the text characters in your file. The default and most highly recommended format is UTF-8. Choosing UTF-8 ensures that special characters, accents, and symbols are imported correctly without turning into random symbols.
Separator
What is a separator? In CSV (Comma Separated Values) files, a separator is the punctuation mark used to divide your text into distinct spreadsheet columns. Common separators are commas (,) or semicolons (;).
Multi-value Fields
If one column contains multiple values (an attribute with the fixed choice type with multiple values allowed), separate them using the pipe character: “|”
Example: value1|value2|value3
Go to “Data” → “Importers” and choose “Import Tasks”.
OR
Go to “Sales” → “Tasks” section and find an arrow button near “New task”. Then go with “Import tasks”.
Upload or drag&drop the file.
Choose the encoding to be suitable to your file. (UTF-8 is a default one)
Choose the separate used in your file.
This step is about mapping the column headers from your file to the existing attributes in Positive User.
Auto-matching: If the name of the column in your file is exactly the same as the attribute name in the system, they will be matched automatically.
Manual matching: For unmatched columns, simply select the correct existing attribute from the drop-down menu to connect them.
Once all the columns from your file are matched with attributes, click “Next”. You will be redirected to the “Confirmation” step.
In the “Confirmation” step, you review the summary of the import and confirm the process. After confirmation, the system starts processing your file.
You can monitor the import process and check the final results in the “Import Results” section, where you are redirected automatically.
You can visit this section any time via “Data” → “Importers” → “Import Results” path.
Here you will see:
Import status (Started/Pending/Complete/Archived)
Date created
Completed at
Type (what kind of data was imported)
Created by (team member who uploaded the file)
File name
Total rows (from your file)
Succeeded (final number of rows imported)
Failed (shows number of failures)
If something goes wrong during the import, click on the file name to view a detailed error report.
To view the newly imported tasks, go to “Sales” → “Tasks”. You can filter your tasks by the specific attributes to easily review the imported data.
You can use the same import process to update existing tasks. To update a task, the system must recognize it by “custom_id” of the task. It’s the only option to recognise the task that already exists in the workspace.
