If you need to create many plannings, you can import them from an Excel file instead of creating them one by one. In the same file, you define the plannings and the tasks of each cycle.
📌 The Plannings module is available on the Professional and Enterprise plans.
📌 Note about the template: the planning import template is in Spanish. Its sheet names, column names, and values appear in Spanish. In this article, each term appears as it does in the file, followed by its meaning in English.
💡 Import plannings or import tasks?
If you need to... | Do this |
Create several plannings with their tasks per cycle | Import from the Plannings module, as explained in this article |
Create individual tasks, without cycles, from an Excel file | Import from Task Assignments. See: How do I import tasks in bulk? |
Have a single task repeat | Use the Task frequency when assigning it |
They are two different templates. The plannings template has three sheets, and the tasks template has one.
📥 How do I import plannings?
Log in to the DataScope Web Platform.
Go to Plannings.
Next to the search bar, select the upload file icon. The Import plannings panel opens.
Step 1: Download the file. Select Download template. The file contains one sheet to set up plannings and another to set up their tasks. Make sure to complete the fields marked with an asterisk (*).
Step 2: Edit the file. Complete Sheet 1 (Plannings) and Sheet 2 (Tareas, which means Tasks) following the format.
Step 3: Upload the file. Drag it or select it from your computer with Select file, and then select Upload.
📌 Download the template from your account every time you import. The Tipos de planificación (planning types) sheet shows the types that exist in your account at that moment, and custom frequency is only available in the current template.
📋 Template sheets
Sheet | What it's for |
Planificaciones (Plannings) | You define each planning: name, type, frequency, dates, asset, and supervisors. |
Tareas (Tasks) | You define each planning's tasks: form, users, location, execution day and time. |
Tipos de planificación (Planning types) | It's the list of your account's types. The Tipo column in the Plannings sheet uses it as a dropdown list. |
The two sheets are connected by the ID Planificación (planning ID). Each row in the Tareas sheet belongs to the planning that has that same ID, and a planning can have several tasks.
Planificaciones sheet
Column | Required? | What to enter |
ID Planificación * (planning ID) | Yes | The planning's identifier within the file, for example PLAN-001. The Tareas sheet uses it to associate each task. |
Tipo (type) | No | The planning type, chosen from the dropdown list. Leave it empty for a planning without a predefined type. |
Nombre * (name) | Yes | The planning's name. |
Frecuencia (frequency) | No | diaria (daily), semanal (weekly), quincenal (every 2 weeks), mensual (monthly), trimestral (quarterly), semestral (semiannual), or anual (yearly). If you leave it empty, the planning uses its type's frequency. |
Repetir cada (repeat every) | No | A whole number for a custom frequency. Choose the unit in Frecuencia and fill in this number: for example, semanal and 3 repeats every 3 weeks. If you leave Frecuencia and Repetir cada empty, the type's frequency is used. |
Fecha de inicio (start date) | No | The date the first cycle begins, in dd/mm/yyyy format. |
Termina (ends) | No | Nunca (never), Fecha de fin (end date), or Máx repeticiones (max repetitions). |
Fecha de fin (end date) | No | The end date, if you chose Fecha de fin in Termina. |
Máx repeticiones (max repetitions) | No | The number of cycles, if you chose Máx repeticiones in Termina. |
Activo requerido (asset required) | No | Sí (yes) or No. |
ID Activo (asset ID) | No | The identifier of the asset associated with the planning. |
Email supervisores (supervisor emails) | No | The supervisor's email. If there are several, separate them with commas. |
📌 Important: if you leave Frecuencia and Repetir cada empty, the planning uses the frequency of its type's template. If the planning has no type, always indicate the frequency. The Fecha de inicio is mandatory on the creation screen, so complete it in the Excel file too.
Example: a mensual planning, with Repetir cada 2, Termina: Máx repeticiones, and Máx repeticiones: 12, repeats every 2 months and ends after 12 cycles.
Tareas sheet
Column | Required? | What to enter |
ID Planificación * (planning ID) | Yes | The ID of the planning the task belongs to, the same as in the Planificaciones sheet. |
ID para crear/actualizar tarea (ID to create/update task) | No | Leave it empty to create a new task. |
Nombre Formulario * (form name) | Yes | The name of the form assigned as a task, as it appears in your account. |
Tipo de asignación * (assignment type) | Yes | Individual or Grupal (group). |
Email Usuario (user email) | Yes, for individual tasks | The email of the user the task is assigned to. |
Nombre del grupo (group name) | Yes, for group tasks | The group's name. |
Día del ciclo * (cycle day) | Yes | The day of the cycle on which the task is executed. For example, 1 is the first day. |
Hora * (time) | Yes | The time the task will be available, in HH:MM format. |
Margen de horas (hour margin) | No | The number of hours available to complete the task. It corresponds to Task duration in hours. |
Permitir Respuesta Atrasada (allow late response) | No | 0: responding after the deadline isn't allowed. 1: it is. |
Programar Envío (días antes) (schedule delivery, days before) | No | The number of days before the start when the task is sent. |
Obligatorio (mandatory) | No | 0: the user can respond (optional). 1: only one person in the group responds (group tasks only). 2: the user must respond. |
Descripción (description) | No | Additional information about the task. |
Tareas a realizar (tasks to perform) | No | Additional activities for the task, separated by semicolons (;). |
Código Activo (asset code) | No | The code of the asset linked to the task. |
To learn how advance delivery works, see: Scheduling assigned tasks
Location
Column | What to enter |
Tipo Lugar (location type) | Location or NestableLocation. See the section on locations below. |
Código Lugar (location code) | The code of the location where the task is done. |
Nombre Lugar (location name) | The location's name. |
Dirección Lugar (antiguo) (location address, old) | The location's address. It only applies to old-version locations. |
Email Lugar (antiguo) (location email, old) | The location's email. It only applies to old-version locations. |
Teléfono Lugar (location phone) | The location's phone number. |
Frequency of each task
Each form can have its own frequency or stay the same as the planning's. If a task repeats within the cycle, fill in these columns, which are at the end of Sheet 2:
Column | What to enter |
Frecuencia de la tarea (unidad/intervalo) (task frequency, unit/interval) | The unit and the interval separated by a slash (/). For example, semanal/2 repeats the task every 2 weeks. |
Días de la semana (weekdays) | Only with a semanal (weekly) frequency. The days separated by semicolons (;). For example, lunes;jueves (Monday;Thursday). |
Día del mes (day of the month) | Only with a mensual (monthly) frequency. The day of the month the task is generated. |
Leave them empty so the task follows the planning's cycle.
📍 Which location type do I use: Location or NestableLocation?
The Tipo Lugar column indicates in which version of locations to look up the code you entered:
Tipo Lugar | Uses locations from... |
Location | The old version: Settings and Help > Lists |
NestableLocation | The new version: the Locations module, whether or not they're nested into sub-locations |
📌 Important: if you leave Location and your code belongs to a location in the Locations module, the task may end up without a location. If in that case you use the location's name, an old-version location is created. To avoid this, use NestableLocation and the location's code.
To learn about the differences between both versions, see: How do I filter answers by Location in the Home section?
📤 How do I export plannings?
Next to the search bar in the Plannings module, use the download icon to export your plannings to an Excel file.
The file has two sheets:
Sheet | What it contains |
Planificaciones (Plannings) | One row per planning. |
Tareas (Tasks) | One row for each task of each cycle. |
Planificaciones sheet
Column | What it indicates |
ID Planificación (planning ID) | The planning's identifier. |
Nombre (name) | The planning's name. |
Tipo (type) | The planning type. It stays empty if the planning has no type. |
Frecuencia (frequency) | The planning's frequency, for example Mensual (monthly). |
Fecha inicio (start date) | The date the first cycle begins. |
ID Activo and Activo (asset ID and asset) | The associated asset's identifier and name. |
Email supervisor (supervisor email) | The supervisor's email. |
Estado (status) | The planning's status, for example En curso (in progress), Borrador (draft), Pausada (paused), or Atrasada (overdue). |
Tareas configuradas (configured tasks) | The number of tasks the planning has. |
Fecha creación and Creado por (creation date and created by) | When and by whom the planning was created. |
Tareas sheet
Each row is a task of a cycle. These are the main columns:
Column | What it indicates |
ID Planificación, Nombre Planificación, and Tipo Planificación (planning ID, name, and type) | The planning the task belongs to. |
ID Tarea (task ID) | The task's identifier. |
Formulario (form) | The form that was assigned. |
Ciclo, Inicio de ciclo, and Fin de ciclo (cycle, cycle start, and cycle end) | The cycle's number and its dates. |
Fecha Inicio de Tarea (task start date) | The task's start date and time. |
Correo Usuario, Tipo de asignación, and Nombre grupo (user email, assignment type, and group name) | Who the task was assigned to. |
Lugar, Código Lugar, Tipo Lugar, Dirección Lugar, Email Lugar, Teléfono Lugar, Latitud, and Longitud | The task's location details. |
Nombre Activo (asset name) | The asset linked to the task. |
Lapso Tiempo (hrs) (time span, hours) | The hours available to complete the task. |
Descripción and Checklist (description and checklist) | The description and the tasks to perform. |
Completada and A tiempo (completed and on time) | Sí (yes) or No. |
Tiempo de Retraso (d/HH/mm) (delay time) | The delay in completing the task, in days, hours, and minutes. |
Fecha Completado and Tiempo de Respuesta (m) (completion date and response time) | When the task was completed and the response time, in minutes. |
Permite Respuesta Atrasada and Obligatorio (allows late response and mandatory) | The task's settings. |
Estado (status) | The task's status. |
Programar Envío (días antes) and Fecha de Envío de la Tarea (schedule delivery, days before, and task delivery date) | The scheduling of the task's delivery. |
Some columns show their values in English:
Column | Values |
Obligatorio | for_everyone: the user must respond. for_nobody: the user can respond (optional). for_one: only one person in the group responds. |
Estado (Tareas sheet) | completed: completed. incomplete: incomplete. sent: sent to the user. |
📌 Important: the exported file is not the import template. It has other columns and other values, such as Estado, Ciclo, and the results of each task. To import plannings, download the template from the Import plannings panel.
⚠️ Common problems
What happens | Possible cause and solution |
Tasks aren't associated with the planning | The ID Planificación in the Tareas sheet doesn't match the one in the Planificaciones sheet. Check that they're written the same |
The type isn't recognized | The value isn't in the Tipos de planificación sheet. Choose it from the dropdown list |
The frequency isn't recognized | The value doesn't match the list. Write it as it appears: diaria, semanal, quincenal, mensual, trimestral, semestral, or anual |
I need a frequency such as every 2 months | Use mensual with Repetir cada 2 |
The task ended up without a location | The Tipo Lugar doesn't match the version of locations you use. Use NestableLocation for the Locations module |
An old location I didn't expect was created | You used the location's name with Tipo Lugar: Location. Use NestableLocation and the code |
Dates or times aren't recognized | Use dd/mm/yyyy for dates and HH:MM for times |
The planning doesn't appear after importing it | Check the list's filters, especially Status (for example, Drafts) and Date, and your plan's limit on plannings |
❓ Frequently asked questions
How is it different from importing tasks? Importing plannings creates plannings with their tasks per cycle, from the Plannings module. Importing tasks creates individual tasks, from Task Assignments.
Can I import a planning with a custom frequency, such as every 2 months? Yes. In the Planificaciones sheet, choose the unit in Frecuencia and fill in Repetir cada. For example, semanal with 3 repeats every 3 weeks, and mensual with 2, every 2 months.
Can I assign tasks to a group from the Excel file? Yes. In the Tareas sheet, write Grupal in Tipo de asignación and fill in Nombre del grupo. For only one person in the group to respond, use Obligatorio: 1.
Can I use a different frequency for each form? Yes. In the Tareas sheet, fill in Frecuencia de la tarea (unidad/intervalo). If you leave it empty, the task uses the planning's frequency.
Can I export my plannings, edit them, and import them again? Not with the exported file, because it has a different format from the import template. To import, download the template from the Import plannings panel.
Where do I see whether a planning's tasks were completed on time? In the Tareas sheet of the exported file, in the Completada, A tiempo, and Tiempo de Retraso (d/HH/mm) columns.
How do I assign locations? With the Código Lugar and Tipo Lugar columns. Use NestableLocation if your locations are in the Locations module.
What happens if my plan is Professional and I already have 5 plannings in use? The Professional plan allows up to 5 plannings in use at a time. Archive the ones you no longer use or ask about moving to Enterprise.