Import & Export Tasks

Seamlessly migrate data into Waymaker from other tools and export taskboard data for reporting, backup, or integration with external systems. Support for CSV, Excel, Trello, Asana, Jira, and more.

Overview

Import and export capabilities ensure your data remains portable and accessible. Whether migrating from another tool, backing up projects, or generating reports for stakeholders, Waymaker provides flexible data import and export options.

Key Capabilities

Multi-Format Support Import from and export to multiple file formats including CSV, Excel, JSON, and tool-specific formats.

Direct Tool Migration Native importers for popular project management tools streamline migration with automatic field mapping.

Flexible Field Mapping Map fields from source data to Waymaker task properties with visual configuration interface.

Bulk Operations Import or export hundreds or thousands of tasks efficiently with batch processing.

Data Preservation Maintain relationships, attachments, comments, and history during import/export operations.

Import Overview

Understand import capabilities and workflow before beginning data migration.

Supported Import Sources

CSV Files Standard comma-separated value files from spreadsheets or database exports.

Excel Workbooks Microsoft Excel files (.xlsx, .xls) with support for multiple worksheets.

Trello Boards Direct import from Trello with automatic mapping of cards, lists, labels, and members.

Asana Projects Import Asana projects with tasks, subtasks, custom fields, and attachments.

Jira Projects Import Jira issues with support for epics, stories, subtasks, and custom fields.

Monday.com Boards Import boards with items, groups, columns, and updates.

Other Tools Generic import from any tool that exports CSV or JSON formats.

Import Workflow

Step 1: Prepare Source Data Export data from your current tool or prepare CSV/Excel file with task information.

Step 2: Select Import Type Choose between direct tool import (Trello, Asana, etc.) or file import (CSV, Excel).

Step 3: Map Fields Configure how source data fields map to Waymaker task properties.

Step 4: Preview Import Review a sample of tasks to verify mapping and data quality.

Step 5: Execute Import Run the import process and monitor progress.

Step 6: Verify Results Review imported tasks and make any necessary adjustments.

CSV Format Requirements

Prepare CSV files for successful import with proper structure and formatting.

Basic CSV Structure

Required Columns At minimum, CSV files must include:

title or name - Task title (required)

Recommended Columns Include these columns for richer data:

description - Task description
status - Task status (To Do, In Progress, Done, etc.)
assignee - Assignee email or name
due_date - Due date (YYYY-MM-DD format)
priority - Priority level (Low, Medium, High, Critical)
layer - Layer assignment
estimate - Time estimate in hours

Optional Columns Additional supported fields:

labels - Comma-separated list of labels
created_date - When task was created
completed_date - When task was completed
parent_id - ID of parent task for subtasks
depends_on - IDs of tasks this task depends on
Custom field columns matching your board configuration

CSV Formatting Guidelines

Text Encoding Use UTF-8 encoding to ensure special characters and international text import correctly.

Date Formats Use ISO 8601 format (YYYY-MM-DD) for dates:

✅ 2025-03-15
❌ 3/15/2025
❌ 15-Mar-2025

Time Estimates Express estimates as decimal hours:

2 - 2 hours
0.5 - 30 minutes
16 - 16 hours (2 days)

Multiple Values For fields accepting multiple values (labels, assignees), use semicolon separators:

Bug;High Priority;Frontend
sarah@company.com;james@company.com

Special Characters Enclose fields containing commas, quotes, or newlines in double quotes:

"Review, test, and deploy feature"
"Description with a ""quoted"" word"

Empty Values Leave cells empty for fields without values rather than using "NULL", "N/A", or similar placeholders.

Example CSV File

title,description,status,assignee,due_date,priority,layer,estimate,labels
Redesign homepage,Update homepage design to match new brand guidelines,In Progress,sarah@company.com,2025-11-01,High,Design Sprint,8,Design;High Priority
Fix login bug,Users can't log in with SSO,To Do,james@company.com,2025-10-15,Critical,Sprint 3,4,Bug;Backend
Write documentation,Create user guide for new feature,To Do,alex@company.com,2025-11-10,Medium,Documentation,6,Documentation

Importing from Other Tools

Direct import from popular project management platforms.

Trello Import

Export from Trello

Step 1: Open Trello Board Navigate to the Trello board you want to export.

Step 2: Access Board Menu Click "Show Menu" then select "More" → "Print and Export."

Step 3: Export as JSON Choose "Export JSON" and download the file to your computer.

Import to Waymaker

Step 1: Start Trello Import In Waymaker, navigate to the target board and select "Import" → "From Trello."

Step 2: Upload JSON File Upload the Trello JSON file you exported.

Step 3: Map Lists to Statuses Trello lists map to Waymaker statuses. Configure mapping:

"To Do" list → "To Do" status
"Doing" list → "In Progress" status
"Done" list → "Done" status

Step 4: Map Labels Trello labels automatically map to Waymaker labels with matching names and colors.

Step 5: Map Members Match Trello members to Waymaker users by email address. Unmapped members can be invited or assigned to existing users.

Step 6: Configure Options

Import archived cards (yes/no)
Import comments (yes/no)
Import attachments (yes/no)
Import checklists (yes/no)

Asana Import

Export from Asana

Step 1: Open Asana Project Navigate to the project to export.

Step 2: Export to CSV Click the dropdown next to the project name and select "Export" → "CSV."

Import to Waymaker

Step 1: Start Asana Import Select "Import" → "From Asana" in your Waymaker board.

Step 2: Upload CSV Upload the Asana CSV export file.

Step 3: Field Mapping Waymaker automatically maps common Asana fields:

Task Name → Title
Assignee → Assignee
Due Date → Due Date
Section → Layer
Tags → Labels
Description → Description

Customize mapping as needed for custom fields.

Step 4: Subtask Handling Configure how Asana subtasks import:

As Waymaker subtasks (maintains hierarchy)
As checklists (flattens structure)
As separate tasks (breaks hierarchy)

Jira Import

Export from Jira

Step 1: Create Filter In Jira, create a filter containing the issues you want to export.

Step 2: Export to CSV From the issue navigator, select "Export" → "Export CSV (all fields)."

Import to Waymaker

Step 1: Start Jira Import Select "Import" → "From Jira" in Waymaker.

Step 2: Upload CSV Upload the Jira CSV export.

Step 3: Map Issue Types Configure how Jira issue types map to Waymaker:

Epic → Layer
Story → Task
Subtask → Subtask
Bug → Task with "Bug" label

Step 4: Map Custom Fields Jira custom fields map to Waymaker custom fields. Create matching custom fields in Waymaker or map to standard fields.

Step 5: Link Preservation Configure how Jira links are handled:

Issue links → Dependencies
Subtask links → Parent-child relationships
Epic links → Layer assignments

Monday.com Import

Export from Monday.com

Step 1: Open Board Navigate to the Monday.com board to export.

Step 2: Export to Excel Click board menu → "More actions" → "Export board to Excel."

Import to Waymaker

Step 1: Start Monday Import Select "Import" → "From Monday.com" in Waymaker.

Step 2: Upload Excel File Upload the Monday.com Excel export.

Step 3: Map Groups Monday.com groups map to Waymaker layers:

Map each group to a new or existing layer
Or map all items to a single layer

Step 4: Map Status Columns Map Monday.com status labels to Waymaker statuses.

Step 5: Map Timeline Monday.com timeline columns can map to:

Due dates (uses end date)
Start and due dates (preserves range)
Custom date fields

Field Mapping

Configure how source data translates to Waymaker task properties.

Automatic Mapping

Common Field Detection Waymaker automatically maps fields with standard names:

"Title", "Name", "Task" → Task Title
"Description", "Details", "Notes" → Description
"Status", "State" → Status
"Assigned To", "Owner", "Assignee" → Assignee
"Due Date", "Deadline" → Due Date

Review Automatic Mapping Always review automatic mapping to ensure accuracy before importing.

Manual Field Mapping

Map Source to Target For each source field, select the corresponding Waymaker field from the dropdown:

Source Field	Waymaker Field
Summary	Title
Current State	Status
Owner Email	Assignee
Target Completion	Due Date
Size	Estimate

Unmapped Fields Fields with no logical Waymaker equivalent can:

Map to custom fields (create custom field if needed)
Import as part of description
Ignore (don't import)

Custom Field Mapping

Creating Matching Custom Fields For specialized fields in source data, create matching custom fields in Waymaker:

Story Points → Create "Story Points" number field
Sprint → Create "Sprint" text field
Client → Create "Client" select field

Field Type Compatibility Ensure source data type matches target field:

Text → Text or rich text
Numbers → Number fields
Dates → Date fields
Lists → Select or multi-select fields

Value Transformation

Status Mapping Map source status values to Waymaker statuses:

"Open", "New" → "To Do"
"Active", "Working" → "In Progress"
"Resolved", "Closed" → "Done"
"On Hold" → "Blocked"

User Mapping Match source users to Waymaker users:

By email address (automatic)
By name (may require manual matching)
Create new users for unmatched entries
Assign to default user

Date Format Conversion Waymaker automatically converts common date formats to ISO 8601. For unusual formats, manually specify the format pattern.

Handling Attachments

Import files and links attached to tasks in other systems.

Attachment Import Methods

Direct File Import For tools with API access (Trello, Asana), Waymaker can directly import attached files:

Downloads files from source tool
Uploads to Waymaker storage
Maintains file associations with tasks

Link Preservation For tools without direct file access, attachment URLs are preserved:

Original download links added to task
Links remain functional if source tool maintains them
Useful for large files exceeding import limits

Attachment Limitations

File Size Limits Individual attachments over 100MB may not import depending on source tool API limits.

File Type Restrictions Some file types (executables, scripts) may be blocked for security. Convert to archives (.zip) if necessary.

Storage Quotas Large imports may require temporary storage quota increases. Contact support for assistance with major migrations.

Manual Attachment Migration

For attachments that don't import automatically:

Step 1: Export from Source Download attachments from the source tool to your local machine.

Step 2: Organize Locally Organize files in folders matching task structure for easy identification.

Step 3: Upload to Tasks After task import completes, manually upload attachments to the corresponding tasks.

Export Formats

Export taskboard data in multiple formats for different use cases.

CSV Export

Standard CSV Export all tasks and fields to a comma-separated value file:

All task fields as columns
One row per task
Compatible with Excel, Google Sheets, databases

Filtered CSV Export only tasks matching specific criteria:

Current layer only
Selected tasks only
Tasks matching search query

Custom Column Selection Choose which fields to include in the export:

All fields
Standard fields only
Custom field selection

Excel Workbook

Rich Format Export Export to Excel with formatting preserved:

Multiple worksheets (tasks, layers, metadata)
Formatted dates and numbers
Frozen header rows
Auto-width columns

Pivot-Ready Format Structure export for Excel pivot table analysis:

Denormalized data structure
Numeric fields properly typed
Date fields as Excel dates

JSON Export

Structured Data Export complete task data in JSON format:

Full task hierarchy
All relationships (dependencies, subtasks)
Comments and activity
Metadata and timestamps

API Integration JSON format ideal for integration with:

Custom applications
Data warehouses
Business intelligence tools
Backup systems

PDF Export

Printable Reports Generate PDF documents for offline review or stakeholder distribution:

Board overview with all tasks
Individual task details
Dependency diagrams
Layer summaries

Customization Options

Include/exclude completed tasks
Show/hide specific fields
Add company branding
Custom cover page

Excel Template Export

Pre-Formatted Reports Export using custom Excel templates:

Company-branded formatting
Charts and visualizations
Calculated fields and formulas
Distribution-ready reports

Scheduled Exports

Automate regular data exports for backup or reporting.

Creating Scheduled Exports

Step 1: Configure Export Set up the export with desired format, filters, and fields.

Step 2: Set Schedule Choose frequency:

Daily (specific time)
Weekly (specific day and time)
Monthly (specific date and time)
After each sprint
Custom schedule

Step 3: Select Destination Choose where exports are delivered:

Email attachment
Cloud storage (Google Drive, Dropbox, OneDrive)
FTP/SFTP server
Webhook endpoint

Step 4: Activate Save and activate the scheduled export.

Scheduled Export Use Cases

Daily Backup Export full board data daily to cloud storage for disaster recovery.

Weekly Reports Generate weekly progress reports for stakeholders every Friday.

Monthly Archives Create monthly archives of completed tasks for compliance.

Sprint Snapshots Automatically export sprint data at sprint end for retrospective analysis.

Data Integrity

Ensure data quality during import and export operations.

Pre-Import Validation

Data Quality Checks Before importing, Waymaker validates:

Required fields present
Date formats valid
User references valid
Field value types correct
Relationship references exist

Validation Report Review validation report highlighting:

Errors that prevent import
Warnings about potential issues
Suggestions for corrections

Fix Errors Before Import Address errors in source data before attempting import to prevent partial imports or data loss.

Post-Import Verification

Import Summary After import completes, review summary:

Tasks successfully imported
Tasks with errors or warnings
Relationships established
Attachments imported

Manual Verification Spot-check imported data:

Verify task counts match source
Check relationship preservation (subtasks, dependencies)
Confirm field mapping accuracy
Test attachments and links

Rollback Option If import results are unsatisfactory, use rollback feature to remove imported tasks and retry with adjusted configuration.

Export Integrity

Complete Data Capture Verify exports include all expected data:

All selected tasks present
All configured fields included
Relationships preserved in export format
Attachments referenced or included

Format Validation Ensure exported files are valid:

CSV files open correctly in spreadsheet applications
JSON files parse correctly
Excel files open without errors
PDFs display properly

Backup Strategies

Use import/export for comprehensive backup and disaster recovery.

Regular Backups

Automated Daily Backups Schedule daily full board exports to secure storage:

JSON format for complete data fidelity
Automated upload to cloud storage
Retention policy (keep 30 days)

Pre-Change Backups Export board data before major changes:

Bulk updates
Mass deletions
Automation rule changes
Integration configuration

Backup Restoration

Restore Process If data loss occurs, restore from backup:

Step 1: Create New Board Create a fresh board to receive restored data.

Step 2: Import Backup Import the most recent JSON backup file.

Step 3: Verify Restoration Confirm all data restored correctly.

Step 4: Reconnect Integrations Reactivate integrations and automation rules.

Recovery Time Most backups restore within minutes for boards with thousands of tasks.

Disaster Recovery Planning

Multiple Backup Locations Store backups in multiple locations:

Primary: Waymaker automatic backups
Secondary: Your cloud storage (Google Drive, etc.)
Tertiary: Local machine or external drive

Regular Restore Testing Periodically test backup restoration:

Quarterly restore tests
Verify backup integrity
Update restore procedures
Train team on recovery process

Advanced Import Features

Sophisticated import capabilities for complex migrations.

Incremental Imports

Add New Tasks Import new tasks without affecting existing data:

Detect and skip duplicates
Import only new items
Preserve existing task modifications

Update Existing Tasks Import updates to previously imported tasks:

Match by unique ID or title
Update changed fields
Preserve unmodified data

Merge Strategies Configure how conflicts are handled:

Source overwrites target (import wins)
Target preserved (existing data wins)
Manual resolution (review conflicts)

Relationship Mapping

Dependency Import Preserve task dependencies during import:

Map source dependency references to imported task IDs
Validate dependency targets exist
Handle circular dependency detection

Hierarchy Preservation Maintain parent-child relationships:

Import parent tasks first
Map child references to parents
Support multi-level nesting

Custom Field Migration

Field Type Conversion Intelligently convert between field types:

Text to select (enumerate unique values)
Number to text (format numbers as strings)
Date to text (ISO 8601 format)

Create Missing Fields Automatically create custom fields during import:

Match source field name and type
Enumerate valid values for select fields
Set appropriate defaults

API Access

Programmatic import and export for advanced integration.

Import API

POST /api/import Programmatically import tasks via API:

Submit CSV, JSON, or Excel data
Configure field mapping in request
Monitor import job status
Retrieve import results

Bulk Insert Create tasks in bulk with single API call:

Up to 1000 tasks per request
Atomic operation (all succeed or all fail)
Validation before commit

Export API

GET /api/export Retrieve board data programmatically:

Specify format (CSV, JSON, Excel)
Apply filters and field selection
Stream large exports
Paginate results for massive boards

Webhook Export Trigger export on events:

Task completed → Export to external system
Sprint ends → Generate report
Board archived → Backup data

Best Practices

Maximize import/export success with proven approaches.

Import Best Practices

Start Small Test imports on a small subset of data before importing large datasets.

Clean Source Data Invest time cleaning source data:

Remove duplicate entries
Standardize formats
Fill required fields
Validate references

Communicate with Team Notify team before major imports:

Import timing
Expected changes
Post-import verification tasks

Document Field Mapping Save field mapping configuration for repeatable imports or future reference.

Export Best Practices

Regular Schedules Establish consistent export schedules for backups and reports.

Secure Storage Store exported data securely:

Encrypted cloud storage
Access-controlled shares
Regular backup rotation

Privacy Considerations Be mindful of sensitive data in exports:

Sanitize exports shared with external parties
Exclude confidential custom fields
Review before distribution

Format Selection Choose export format based on use case:

CSV for spreadsheet analysis
JSON for technical backup
Excel for stakeholder reports
PDF for printing

Troubleshooting

Resolve common import and export issues.

Import Fails

Validation Errors Review validation report and fix highlighted issues in source data.

File Format Issues Ensure file format matches selected import type:

CSV files use .csv extension
Excel files use .xlsx or .xls
JSON files are valid JSON

Encoding Problems Convert file to UTF-8 encoding if special characters display incorrectly.

File Size Limits Large imports (>10MB) may timeout. Split into smaller batches.

Incomplete Imports

Partial Import If import completes but some tasks are missing:

Check validation report for skipped tasks
Verify source file contains all expected data
Look for delimiter or encoding issues

Missing Relationships If dependencies or subtasks don't import:

Ensure parent/dependency IDs exist in import data
Check that related tasks imported successfully
Verify relationship fields mapped correctly

Export Problems

Empty Export If export contains no data:

Verify filters aren't excluding all tasks
Check permissions (can you view the tasks?)
Try exporting without filters

Formatting Issues If export format is incorrect:

Try different export format
Check if special characters cause problems
Verify application can open the file type

Slow Exports Large exports (thousands of tasks) may take time:

Apply filters to reduce data volume
Use scheduled exports instead of on-demand
Export in batches if extremely large

Getting Started

Begin importing and exporting data today.

Step 1: Identify Use Case Determine your goal:

Migrating from another tool
Creating backups
Generating reports
Integrating with external system

Step 2: Choose Format Select appropriate import source or export format based on your use case.

Step 3: Prepare Data For imports, export data from source tool and review quality.

Step 4: Test First Run a small test import/export to verify configuration.

Step 5: Execute at Scale Once validated, perform full import/export operation.

Next Steps

Task Automation - Automate post-import tasks
Calendar Integration - Sync imported tasks with calendar
Document Embedding - Attach migrated documents
Team Collaboration - Set permissions after import