How to Bulk Edit Stage Gates Using Excel

This guide explains how to use the bulk edit feature to manage Stage Gates and their associations with methodology phases through Excel.

• Access to the Admin section

• Permission to manage methodologies and stage gates

• Microsoft Excel or compatible spreadsheet application

1. Navigate to Admin → Methodologies, Phases and Tasks Setup

2. Click the Bulk Edit button in the page header

3. In the dialog that appears, select "Stage Gates" option

4. Choose whether to include existing data:

   • ✅ Include existing data - Download current Stage Gate configurations

   • ☐ Blank template - Download empty template to start fresh

5. Click Download to save the Excel file

The downloaded file contains two sheets:

Sheet 1: MetaStageGates (Gate Definitions)

This sheet defines your stage gates with these columns:

Sheet 2: MetaPhaseStageGates (Phase Associations)

This sheet links gates to specific methodology phases:

Adding a New Gate

1. Go to the MetaStageGates sheet

2. Add a new row with:

   • Id: Leave as 0 or blank

   • Name: Your gate name

   • GateType: "Entry" or "Exit"

   • Active: "Yes"

   • ApproverRole: Choose from valid options (see below)

   • SLADays: Number of days

   • Other columns as needed

3. To use the new gate in a phase:

   • Go to MetaPhaseStageGates sheet

   • Add a row with the Methodology, Phase, and gate Name

   • Set the Order number

Updating an Existing Gate

1. Find the gate row by Id or Name

2. Make your changes in any column except the Id column

3. The Id column ensures the correct gate is updated

Deleting a Gate

1. Find the gate row

2. Enter "Yes" in the DeleteRecord column

3. The gate will be removed when you upload

Valid Values Reference

GateType:

• "Entry" or "1"

• "Exit" or "2"

• If left blank, defaults to "Exit"
  

GateMode:

• Declared - no approval required

• Approval - Specific Person, Workhub or Work Request Board

• Informational - Specific Hyperlink Expression

Active:

• "Yes" or "True"

• "No" or "False"

ApproverRole Options:

• "None" - No approval required

• "Named" - Specific person (use Approver columns)

• "Portfolio" - Portfolio approver

• "BusinessOwner" - Business owner

• "Owner" - Project owner

• "Executive" - Executive approver

SLADays:

• Any positive number

• If left blank, defaults to 7

RestartPolicy:

• Not Restartable - Phase Gate cannot be restarted

• Project Managers - Phase Gate can be restarted by Project Managers

• Project Administrators Only - Phase Gate can only be restarted by Project Administrators
  

1. Save your Excel file

2. Return to the Bulk Edit dialog

3. Click Choose File and select your modified Excel file

4. Click Upload

5. Wait for the upload to complete

"Invalid ApproverRole" Error

• Check the value matches one of the valid options listed above

• Common mistake: Using "Project Manager" instead of "Owner"

"Gate not found" Error

• The Id doesn't match an existing gate

• Either use a valid Id or set to 0 for new gates

"Duplicate gate name" Error

• Another gate already has that name

• Choose a unique name or update the existing gate

Changes not appearing

• Refresh your browser

• Check for error messages in the upload result

• Verify you saved the Excel file before uploading

MetaStageGates sheet:

Id: 0
Name: Design Review
Description: Review and approve design documents
GateType: Exit
GateMode: Approval
Active: Yes
ApproverRole: Portfolio
SLADays: 5

MetaPhaseStageGates sheet:

Methodology: Waterfall
Phase: Design
StageGateId: (leave blank initially)
StageGate: Design Review
Order: 1

If you need to change SLA from 7 to 5 days for all Portfolio gates:

1. Export existing data

2. Use Excel's Find & Replace or filter

3. Update all SLA values where ApproverRole = "Portfolio"

4. Upload the file

Mark gates as inactive instead of deleting to preserve history:

1. Find the gate rows

2. Change "Active" from "Yes" to "No"

3. Upload the file