Working with Card Creation and Hierarchy Import using Microsoft® Excel

You can use SwiftKanban to create new card, map relationship hierarchy among new and existing cards in a Microsoft® Excel file, and import that file into SwiftKanban. This import feature significantly reduces time and effort when you plan for a mass update or data transfer between SwiftKanban and third party tools like Atlassian® JIRA.

Following are the key advantages of this feature: 

  • Add and link multiple cards (work-items) simultaneously ensuring time save
  • Seamless data migration from a third party tool such as Jira into SwiftKanban
Let us assume you want to perform any of these tasks: 
  • Create a new parent card and link that card to a new or existing child card across multiple boards
  • Create a new child card and link that card to a new or existing parent card across multiple boards
  • Link an existing child card to a new or existing parent card
Note: To link a new child card with a new parent card, you must first create the new parent card. To know how to create a new parent card, refer to scenario 1.

To achieve any of these goals, we can use a simple Excel sheet with a predefined template. This predefined template has card attributes and hierarchy specific columns. To know how to download that template, see the Importing Microsoft® Excel into SwiftKanban section.
Let us understand few scenarios for adding cards and mapping relationships among the cards using the following table:

Scenario 1: Creating new parent card (Refer row 1 from the table)

Perform the following steps to create a new parent card:
1.  In the ParentCardId column, enter the id for a new parent card, such as <NewParent1>. The parent card id can be alphanumeric and further used for linking a child card.
2.  In the ParentProjectId column, enter the actual board id to which the card belongs.
     Note: Ensure that you have appropriate rights to create a card in the corresponding board.
3.  In the CardType column, enter the card type for the new parent card such as <Defect>.
    Note: Ensure that the card type you are using is defined in the corresponding board. For more details, refer Defining Card Types.
4.  In the Title column, enter the title of the card such as <New Parent Card>.
5.  Enter the additional and non-mandatory details such as Priority, Current Queue, Due Date, Estimate and  etc.
     Note: You can also add these details once the card is created on the Kanban board.
For more details on the field format, refer the Important Things to Remember section.


Scenario 2: Creating a new child card and linking with new parent card (Refer row 2 from the table)

Perform the following steps to create a new child card and linking with new parent card:
1.  In the ParentCardId column, enter the id for the parent card. This must be the new parent card id, considering scenario 1 you can use  <NewParent1>.
2.  In the ParentProjectId column, enter the actual board id to which the child card belongs.
3.  In the ChildCardId column, enter the id for a new child card, such as <NewChild1>. This can be any value, which is further linked with the parent        card.
4.  In the ChildProjectId column, enter the actual board Id to which the card belongs.
5.  In the ChildIsNew Column, enter Y.
6.  In the CardType column, enter the card type for the new child card, such as <UserStory>.
     Note: Before you perform step no. 6, make sure you have completed the following pre-requisites:
               a. The card type you are using is defined in the corresponding board.
               b.  You have a pre-defined relationship hierarchy between the selected card types. 
    Example:Card type <Defect> and <UserStory> must have an established relationship, only then you can create a link                                           between NewChild1 and  New Parent1. For more details, refer Defining Card Hierarchy
7.  In the Title column, enter title of the card such as <New Child Card>.
8.  Enter the additional and non-mandatory details such as Priority, Due Date, Estimate and etc.

     Note: You can also add these details once the card is created on the Kanban board.
For more details on the field format, refer the Important Things to Remember section.
 

Scenario 3: Creating a new child card and linking with existing parent card (Refer row 3 from the table)

Perform the following steps to create a new child card and linking with existing parent card:
1.  In the ParentCardId, enter the existing parent card id such as <ExistingParent1> with card type as <Defect>.
     Note: The card must already exist in the board.
2.  In the ParentProjectId column, enter the actual board id to which the parent card belongs.
3.  In the ChildCardId column, enter the id for a new child card, such as <NewChild1>.
4.  In the ChildProjectId column, enter the actual board Id to which the child card belongs.
5.  In the ChildIsNew Column, enter Y.
6.  In the CardType column, enter the card type for the new child card, such as <Issue>.
     Note: Before you perform step no 6, ensure that you have completed the following pre-requisites:
                a. The card type you are using is defined in the corresponding board.
                b. You have a pre-defined relationship hierarchy between the selected card types.
    ExampleIn this scenario, card type <Defect> and <Issue> must already have a relationship defined to create a link between <NewChild2> and <ExistingParent1>. For more details, refer Defining Card Hierarchy.
7.  In the Title column, enter title of the card such as <New Child Card2>.
8.  Enter the additional and non-mandatory details such as Priority, Due Date, Estimate and etc.

     Note: You can also add these details once the card is created on the Kanban board.
For more details on the field format, refer the Important Things to Remember section.


Scenario 4: Linking existing child card to a new or existing parent card (Refer row 4 from the table)

Perform the following steps to link an existing child card to a new or existing parent card:
1.  In the ParentCardId, enter the new parent card id such as <NewParent1>, or existing parent card id such as <ExistingParent1>.
2.  In the ParentProjectId column, enter the actual board id to which the parent card belongs.
3.  In the ChildCardId column, enter the id for the existing child card, such as <ExistingChild3>.
     Note: The card must already exist in the board.
4.  In the ChildProjectId column, enter the actual board Id to which the child card belongs.
5.  In the ChildIsNew Column, enter N.
6.  Enter the additional and non-mandatory details such as Priority, Due Date, Estimate and etc.
     Note: You can also add these details once the card is created on the Kanban board.
For more details on the field format, refer the Important Things to Remember section.

 

Important Things to Remember about the Excel template:

  • LoV values for all attribute fields like Card Type, Priority, and others are now available as a drop-down value. So, you can select their values which are derived from the Master List. 
  • Add cards directly to the board using this template. Previously, you could only add them on the backlog. 
  • Some of the default field values will automatically be filled in, if you leave them blank.
  • Validation of data is performed on save and errors are thrown as a pop-up message. 
  • To place the new card in a particular queue, enter the queue name in the Current Queue column in the Excel sheet.

Note:

  • The format for defining the queue for a card should be like: <Smart Lane>:<Lane>#<sub-Lane>#<…>
  • To correctly import the dates, set the format of dates in Excel (.xls) files to Text, then enter dates in the dd-mmm-year HH:MM:SS [AM/PM] format.
  • Currently, the template is functional only for particular card type, and not for all cards. 
  • To use this template, you must first enable all macros in Microsoft Excel. To do that, go to Options > Trust Center > Trust Center Settings > Macro Settings > Select Enable all macros

Importing Microsoft® Excel into SwiftKanban

Perform the following steps to import an Excel file:
1. On the SwiftKanban board, select Board>Cards>All cards
    All card list is displayed.
2. Mouse over the auto hide tool bar to select Hierarchy Import icon []
    Hierarchy Import popup window is displayed:
    
3. Browse and select the required Excel file.
Note: It is recommended to download the Import template, and use it for importing the hierarchy. In case you are not using the recommended template, make sure your Excel file has at least following column names: ParentCardId, ParentProjectId, ChildCardId, ChildProjectId, ChildIsNew, CardType, and Title.
4.  To import the file, click Submit.