Technical Specifications Guide for Importing Tasks into Onboard

Supported File Formats

• CSV (.csv) - Comma-separated values

Templates

Standard Template (Basic Fields) 

Advanced Template (All Fields)

Required Fields

Field	Type	Required	Description
name	Text	✅ Yes	The title/name of the task (max 200 characters)

Optional Fields

Basic Task Information

Field	Type	Description	Default Value
description	Text	Detailed description of the task (supports HTML)	Empty string
is_internal	Boolean	Whether this task is internal-only (not visible to customers)	FALSE
is_optional	Boolean	Whether this task is optional for completion	FALSE
is_section	Boolean	Whether this task is a section header (groups other tasks)	FALSE

Due Date Settings

Field	Type	Description	Valid Values
due_date_enabled	Boolean	Whether to enable due date calculation	TRUE or FALSE
due_date_type	Text	When the due date should be calculated	See Due Date Types below
due_date_days	Number	Number of days for due date calculation	Any positive number

Due Date Types

• before_target_launch_date - Before the target launch date
• after_target_launch_date - After the target launch date
• before_created_date - Before the map creation date
• after_created_date - After the map creation date
• days_after_previous_task_completed - Days after the previous task is completed
• days_after_specific_task_completed - Days after a specific task is completed

Time Estimation

Field	Type	Description	Valid Values
estimated_time	Number	Estimated time to complete the task	Any positive number
estimated_time_unit	Text	Unit for the estimated time	minutes, hours, days
time_tracking_enabled	Boolean	Whether to enable time tracking for this task	TRUE or FALSE
is_billable	Boolean	Whether billable time tracking is enabled for this task	TRUE or FALSE

Assignment

Field	Type	Description	Notes
assign_to_owner	Boolean	Whether to assign this task to the map owner	TRUE or FALSE
assign_to_role	Text	Name of the role to assign this task to	Must match existing role names
assign_to_role_id	Number	ID of the role to assign this task to	Alternative to assign_to_role

Default Role Names

Internal Roles:

• Onboarding
• Implementation
• Customer Success Manager
• Sales
• Support
• Project Manager
• Manager/Executive
• Solutions Architect
• Engineer
• Finance

External Roles:

• Customer Point of Contact
• Marketing
• Product
• Engineer
• Sales
• Executive Sponsor

Visibility and Organization

Field	Type	Description	Valid Values
client_visibility	Text	When the task should be visible to customers	See Client Visibility below
section	Text	Name of the section this task belongs to	Any text

Client Visibility Options

• show_when_map_created - Show when the map is created (default)
• hide_when_map_created - Hide when the map is created
• show_when_prev_section_complete - Show when the previous section is complete

Advanced Features

Field	Type	Description	Valid Values
options	Text	Task Variable options/choices (comma-separated)	Please make sure 'options' are in the following format: Variable Name:Option Name. Example: "Configure SSO","Authentication Method:SAML, IdP:Okta"
options_advanced	Text	Advanced options configuration	Any text
forms	Text	Forms associated with this task	Comma-separated form names
embedded_option	Text	Type of embedded content	See Embedded Options below
embedded_panel_title	Text	Title for embedded panel	Any text
embedded	Text	Embedded content (HTML)	HTML content
embedded_url	Text	URL for embedded content	Valid URL
embedded_url_merge_tag	Text	Merge tag for embedded URL	Any text

Embedded Options

• url - Embed a URL
• owner - Embed owner information
• assignee - Embed assignee information
• map - Embed map information
• customer - Embed customer information

Task Management

Field	Type	Description	Notes
task_id	Number	ID of existing task to update	For updating existing tasks

Data Format Guidelines

Boolean Values

• Use TRUE or FALSE (case-insensitive)
• Empty cells will default to FALSE for most boolean fields

Text Fields

• Maximum 200 characters for task names
• HTML is supported in descriptions
• Use comma-separated values for lists (options, forms)

Numbers

• Use positive numbers for time estimates and due date days
• Use whole numbers for role IDs and task IDs

Special Characters

• Use double quotes to escape commas in text fields
• HTML entities are supported in descriptions

Example CSV

name,description,is_internal,is_optional,due_date_enabled,due_date_type,due_date_days,estimated_time,estimated_time_unit,assign_to_role,assign_to_owner,client_visibility,section

"Welcome Call","Schedule and conduct the initial welcome call with the customer",FALSE,FALSE,TRUE,after_created_date,1,30,minutes,"Customer Point of Contact",FALSE,show_when_map_created,"Kickoff"

"Complete Profile Setup","Set up your user and company profiles",FALSE,FALSE,TRUE,after_created_date,2,15,minutes,,FALSE,show_when_map_created,"Kickoff"

"Internal Kickoff Meeting","Internal team meeting to review customer requirements",TRUE,FALSE,TRUE,after_created_date,0,60,minutes,"Onboarding",FALSE,hide_when_map_created,"Internal"

Common Use Cases

Creating a Section Header

name,is_section,description

"Configuration Phase",TRUE,"In this phase, we'll configure your account settings"

Creating a Task with Options

name,options,description

"Choose Integration Type","Direct API,Zapier,Manual","Select your preferred integration method"

Creating a Task with Embedded Content

name,embedded_option,embedded_url,embedded_panel_title,description

"Schedule Meeting",url,"https://calendly.com/your-link","Schedule Your Kickoff Call","Use the calendar below to schedule your kickoff call"

Tips for Success

1. Start Simple: Begin with just the required name field and add complexity gradually
2. Test Small: Import a few tasks first to verify your format works correctly
3. Use Sections: Group related tasks using the section field and section headers
4. Check Role Names: Ensure role names match exactly with your organization's roles
5. Validate URLs: Make sure any embedded URLs are valid and accessible

Troubleshooting

Common Issues

"Task with ID does not exist"

• Ensure tasks exist before referencing them

"Invalid role assignment"

• Verify role names match exactly (case-sensitive)
• Check that roles exist in your organization

"Invalid due date type"

• Use only the exact values listed in the Due Date Types section
• Check spelling and case

"CSV format error"

• Ensure all required columns are present
• Check for proper comma separation
• Verify boolean values are TRUE/FALSE

Getting Help

If you encounter issues not covered in this guide:

1. Check the error message for specific field validation issues
2. Verify your CSV format matches the examples
3. Test with a minimal CSV containing just the required fields
4. Contact support with your CSV file and error details

File Size Limits

• Maximum file size: 10MB
• Recommended maximum tasks per import: 500
• For larger imports, consider splitting into multiple files

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This guide covers the most common task import scenarios. For advanced features or specific use cases, please contact support@onboard.io.