This SOP explains how to properly generate and import
CRM-compatible project and task lists using a pre-written AI prompt, formatted
assignment inputs, and sample templates.
- CRM Sample Project List.xlsx
- CRM Sample Task List.xlsx
- Master Prompt for CRM Project and Task Generation (<-- click this link for prompt)
- Current Assignment List from Admin
1.
1. Review the assignment list provided by the
admin, organized by team member.
2.
2. Click here to Open the Master Prompt template. Paste the
full assignment list under the section titled ASSIGNMENTS TO
GENERATE'.
3.
3. If specific values are provided (Project
Name, Milestones, Start Date, Deadline), insert them under each team member
section.
4.
4. Copy the entire filled-out prompt and paste
it into ChatGPT (or other assigned AI engine) to generate the downloadable
Project and Task spreadsheets.
5.
5. Download and open the 'Project Spreadsheet'
first. Verify that it includes only the required columns in the correct
order:
- Title, Project
Type, Client, Description, Labels, Start Date, Deadline, Status, Price, Project
Members
6.
6. Download and open the 'Task Spreadsheet'. Ensure that the 'Project' column matches
the exact titles from the Project Spreadsheet.
7.
7. Import the
'Project Spreadsheet' into the CRM **first**. This creates the necessary
project containers.
8.
8. Then, import
the 'Task Spreadsheet' into the CRM. It will link tasks to the correct project
titles.
9.
9. Confirm successful upload by checking that
all tasks are linked under their correct projects and visible in the dashboard.
- You must import the Project list BEFORE the Task list to
avoid task mismatch errors.
- Do not rename or add/remove columns in the spreadsheets.
They must match the original CRM sample templates exactly.
- Each team member must have unique task labels per day (no
duplicate Task #1s on the same day for the same person).
- If specific project fields are not provided, the system
will auto-generate them based on logic in the prompt.
If you encounter errors during the upload or have questions
about formatting, notify your supervisor or refer to the example files in the
shared KB folder.