Import worklogs

WorklogPRO Cloud allows you to bulk import worklogs from an Excel file. This feature is useful when you need to migrate worklogs from another system, import historical data, or add multiple worklogs at once without entering them one by one.

The Excel Import feature is available to administrators from the WorklogPRO settings area. Navigate to the Import section to access the multi-step import wizard that will guide you through the entire process.

The wizard consists of five steps: Introduction, Upload, Validation, Progress, and Results. You can navigate between completed steps using the stepper at the top of the wizard, but you must complete each step before proceeding to the next one.

Before importing, you need to prepare an Excel file (.xlsx or .xls) with your worklog data. The easiest way to get started is to download the template provided in the wizard, which includes all the required columns and sample data.

Your Excel file must include these columns in any order:

• Issue Key/ID: The Jira issue key (e.g., PROJ-123) or numeric issue ID where the worklog will be added

• User: The person who performed the work, specified as email address, display name, or Atlassian account ID

• Time Spent: Duration in Jira format (e.g., 2h 30m, 1d 4h, 45m) or as total seconds

• Start Date & Time: When the work was performed, in ISO format (2024-01-15 or 2024-01-15T09:30:00)

• Comment : A description of the work performed

• Account : If your organization uses WorklogPRO accounts for categorizing worklogs, you can specify the account name here
  
  

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If you have custom attributes configured in WorklogPRO, you can include them by adding columns with the header format Attribute: {AttributeName}. For example, if you have an attribute called "Billable", add a column with header Attribute: Billable.

Different attribute types expect different value formats:

• Boolean attributes: Use true, false, yes, no, 1, or 0

• Single select attributes: Use the option name exactly as configured

• Integer attributes: Whole numbers only (e.g., 5, 100)

• Decimal attributes: Numbers with decimals (e.g., 3.5, 99.99)

• Duration attributes: Same format as Time Spent (e.g., 2h 30m)

• Text attributes: Any text value
  
  

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Time Spent can be specified in several ways:

• Jira duration format: 2h, 30m, 1d 4h 30m, 1w 2d

• Pure seconds: 3600 (equals 1 hour) - must be divisible by 60

Start Date & Time accepts multiple formats:

• Date only: 2024-01-15 (time defaults to 08:00:00)

• Date with time: 2024-01-15T09:30:00

• Full ISO 8601: 2024-01-15T09:30:00.000+0530

If no timezone is specified, your browser's timezone will be used.

The first step provides an overview of the import process and allows you to download the Excel template. The template is pre-configured with all required columns plus any custom attributes you have set up. It includes sample data to help you understand the expected format.

Click "Download Template" to get a properly formatted Excel file, then fill it with your worklog data.

Click the upload area or drag and drop your Excel file. The system will parse your file and display a summary showing how many rows were found. Empty rows are automatically skipped.

If there are issues with your file format or missing required columns, you'll see an error message explaining what needs to be corrected. Fix the issues in your Excel file and upload it again.

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This is the most important step where the system validates all your data against Jira. The validation checks:

• Whether each issue exists and is accessible

• Whether each user exists in your Jira instance

• Whether time spent values are in valid format

• Whether dates are valid

• Whether accounts and attributes exist and have valid values

• Whether users have the "Log Work" permission for their respective projects

A progress indicator shows how many rows have been validated. Once complete, you'll see a table with all rows and their validation status. Rows with issues are marked as invalid with specific error messages.

Filtering rows: Use the filter buttons to show all rows, only valid rows, or only invalid rows. This helps you focus on rows that need attention.

Selecting rows: Use checkboxes to select which rows you want to import. By default, all valid rows are selected. Invalid rows cannot be selected for import.

Estimate adjustment: Choose how remaining estimates should be adjusted when worklogs are added:

• Auto: Automatically reduce the estimate by the time spent

• Leave: Keep the current estimate unchanged

• New: Set a completely new estimate value (you'll need to enter the value)

• Manual: Reduce the estimate by a specific amount (you'll need to enter the value)

Once you're satisfied with your selection, proceed to the next step.

The import begins automatically. A progress bar shows the overall completion percentage, and a table displays real-time results for each row as it's processed.

Each row shows one of these statuses:

• Success: Worklog was created successfully

• Failed: An error occurred (the error message is displayed)

• Skipped: Row was not selected for import

If needed, you can click "Stop Import" to halt the process. Already imported worklogs will remain in Jira.

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The final step presents a summary of your import with statistics showing how many worklogs were successful, failed, or skipped.

You can filter the results table to review specific outcomes. If you need a record of the import results, click "Download Results" to save them as a JSON file.

From here, you can either click "Import More" to start a new import or "Done" to close the wizard.

Start small: If you're importing a large number of worklogs, consider doing a test run with just a few rows first to make sure your data format is correct.

Check user identifiers: The most common validation errors come from user mismatches. Make sure the user values in your file match exactly with how users are identified in Jira (email, display name, or account ID).

Use the template: The downloadable template is customized for your WorklogPRO configuration and includes all your active attributes. It's the safest starting point.

Review validation errors: Take time in the validation step to understand why certain rows are invalid. The error messages explain exactly what's wrong with each field.

Permission requirements: Each user listed in the import file must have permission to log work on their respective issues. If you see permission errors, check the project's permission scheme in Jira.

"Issue not found": The issue key or ID doesn't exist or you don't have access to it. Verify the issue exists and is not in a restricted project.

"User not found": The user identifier doesn't match any user in Jira. Try using their email address or account ID instead of display name.

"Invalid time spent": The duration format isn't recognized. Use Jira format like 2h 30m or seconds as a whole number divisible by 60.

"Invalid date": The date couldn't be parsed. Use ISO format: YYYY-MM-DD or YYYY-MM-DDTHH:mm:ss.

"Invalid attribute value": The value doesn't match the expected format for that attribute type. For single select attributes, make sure the option name matches exactly.

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