All about Excel uploads for Tasks, Requirements and Defects in SAP Cloud ALM

In this blog post, I would like to

  • Explain how Excel upload works
  • Share published Upload Templates

How about we begin with the end in mind? Dear users you can just download these three sheets

Upload Template for Tasks

Upload Template for Requirements

Upload Template for Defects

and upload them in the desired application area for Tasks, Requirements, or Defects in our public demo tenant and you can easily know all the details

For those who want to understand the nuts and bolts, please read on.

You need to understand that technically Tasks ( Template Tasks, Project Tasks ), User stories, Requirements, and defects are all Task types. So Excel upload can upload all of them. Independently and in some cases, together. What this means is you can create a fully functional Hierarchy of deliverables, Project tasks, and sub-task in one shot. You can also easily upload a hierarchy of Requirements, User stories, and sub-task along with predecessor information. This blog post will also contain links to sample Excel templates that you can use to upload to your tenant. So let’s understand the basic steps

Prepare Data

The simplest thing is to create one instance of the item that you want to create and then download it as a template. So if you want to upload tasks, start with a task list. If you want to upload defects, go to the Defect list.

Later you modify that template and upload it.

Download the Excel Template

The way to download a template is really simple. You go to the List view and download the template

but what does it mean? Before you download a template you need to select certain records and adjust your filter settings to help in your process. As an example, if you want to upload Custom Deliverable, Project task, and sub-task then you should create a record manually first and then download it as a template

So assume you create a Project task and a sub-task in the system .. and then download them as Template

it will look like this

Now you just need to change values in the template and upload it.

If you look at the sample upload file

a template of something like this

gives you an output of

hence saving a lot of your time.

Understand Different Tabs in Excel Template

The Excel download contains the following tabs also. Thes indicate allowed and valid values supported by Excel Upload

let us understand them

Items

This is the main sheet in which data is edited

Types

You can upload multiple task types together if you follow the syntax. This sheet tells you which types are supported in the upload

Project Task
User Story
Sub-task
Requirement
Defect

Sources

We recommend you use “Manually created”. Only if you are downloading data from SAP Readiness check and uploading to SAP Cloud ALM you should use the source “SAP Readiness Check”

Status

This shows allowed values for Task status. When you bring your tasks, you can directly set the status in the Excel sheet at the time of the initial upload itself.  These values can be used for

  • Project tasks
  • User stories
  • sub-tasks
Open
In Progress
Blocked
Done
Not Relevant

Requirement status

If your Excel upload is using the type “Requirement” then you should use one of the following values in the column Requirement status

In Refinement
In Approval
In Realization
In Testing
Blocked
Confirmed
Not Planned

in this case, you do not need to use the status column in the Excel upload for Requirements as values  for Status are mapped from Requirement status

Requirement Status Status
In Refinement Open
In Approval In Progress
In Realization In Progress
In Testing In Progress
Blocked Blocked
Confirmed Done
Not Planned Not Relevant

Defect status

In case you are uploading defects, then you can use the column Defect status and use the following values

New
In Progress
Retest Required
Postponed
Closed

in this case, you do not need to use the status column in the Excel upload for Defects as values  for Status are mapped from Defect status

Defect Status Status
New Open
In Progress In Progress
Retest Required In Progress
Postponed Blocked
Closed Done

Timebox

This tab shows the Timeboxes ( Phase, sprint, milestones) in your system which you can use while uploading data

Deliverable

Depending on the data you downloaded, this Tab gives you the deliverable list. In case you want the complete list of deliverables then you should select Task type Template and get that list. You also need to understand that you can upload custom deliverables so you can choose any value for Deliverable and are not restricted by this list

Workstreams

Shows the list of workstreams in the system

Assigned roles

Shows the list of custom or standard roles in the system

Which attributes are supported by Excel Upload

Predecessor Relationships

You can maintain Predecessor relationships by maintaining the row numbers

Parent-child relationships

You can maintain Parent-child relationships by maintaining parent row.

  • Project Task can be the parent of a sub-task
  • User story can be the parent of a sub-task
  • Requirement can be the parent of a User-story
  • Requirement can be the parent of the Project task

Assigned roles

You can pick a value from the “Roles” sheet and assign it to items at the time of upload

Assigned persons

You need to enter the user ID or email address of the user. This will work only if the user already exists in tenant before Excel is uploaded

Tags

You can enter multiple tags separated by commas

References

you can use this format [Link Label] (Link URL)

Example for task upload

As an example mentioned above, if you build your Excel like this

and upload you should see a success message

and your system should look like

Note that Project task 2 is showing a dependency icon also

Example for Requirement Upload

Sample file

Example for Defect upload

Sample file

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