Excel to Track is the fastest and easiest way to create a new track in TeamTracks using your existing data. Instead of manually setting up states, fields, and views one by one, this feature allows you to upload an Excel file and automatically generate a structured workflow based on that data.
The Create wizard guides you through each step from a single, streamlined page. Simply upload your Excel file, review and adjust configurations as needed, and proceed through the wizard to define the necessary states, fields, and views. At the end, you will have a fully functional track ready to use.
Each step of the wizard includes helpful instructions so you understand what’s being asked and how your data will be used. It’s ideal for users who want to quickly bring structure to their existing datasets and jump straight into process automation.
Step by Step Instructions
To create a new track:
Log in to TeamTracks and switch to the Admin Interface.
From the left navigation panel, open the Teams page and select the Team under which you want to create the track.
Once the desired Team is selected, the Tracks page will open by default.
Click Create Wizard to launch the Excel to Track workflow.
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Each step in the wizard includes helpful instructions displayed at the top in a blue highlighted box.
Step 1: Basic Information
Name
Enter a unique name for your track. This is a mandatory field.Email Short Code (optional)
Useful for email actions. If your track name is long, the email short code provides a shorter, more readable identifier for use in email subjects.
Click here to learn more about how the email short code is used.Description (optional)
Provide a short description of the track to help clarify its purpose for admins and users.
Default Comment Visibility
Public: Comments are visible to both agents and clients.
Private: Comments are visible only to agents.
⚠️ Note: Comment visibility can also be overridden at the View and Agent Role levels. Learn more about comment visibility.
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Click the “Next” button.
Step 2: Upload Excel and Define Fields
Choose the Excel file to upload.
The system will automatically extract column headers from the first row and create corresponding fields.Configure Each Field
Review the automatically generated fields.
Select the correct data type for each field (e.g., Text, Number, Date).
Specify any additional options or validations as needed based on the field type (e.g., mandatory fields, unique value, multiline, etc.). For Choice, Label, and Multi-choice fields, the options are automatically identified from the Excel data. You can also add new values to the options list if needed.
Once all fields are configured, proceed to the next screen to set up ID and state fields.
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Step 3: ID Field and State Configuration
In this step, you will configure the unique ID field and define the states for the Track.
ID Field:
You can either:
Use an existing field from the Excel file as the unique ID, or
Manually create a new ID field directly within this wizard.
Using a field from Excel:
If you choose this option, you will be able to select the ID field from a list of column headers in the Excel file.
You can also specify a prefix and suffix for the ID.
Setting up manually:
If you prefer not to use a column from the Excel file, you can manually enter the name of the ID field.
Increment Starting Value: Set the initial value for the ID. This can be any number such as 1, 1000 or 550.
By default, the prefix is set to the Track Name followed by a hyphen (TrackName-).
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State Configuration:
To define states, similar to the ID field you can either:
Select a field from the Excel file (from the list of column headers), or
Manually enter states using the Add List Option textbox.
To manually add a state:
Enter the state name in the text box.
Click the + icon to add it to the list.
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At least one state must be defined to create a Track and you can define additional states later if needed. Once its configured, proceed to the Next screen.
Step 4: Define Field Groups
Field Groups are collections of related data fields that will be used later to define views. You can create as many Field Groups as needed to organize your data meaningfully.
By default, four Field Groups are defined:
All Fields
This group includes all the fields from the Excel file.
It can be used in views or reports where a complete information is required.
You can customize this group by selecting which fields to include. It can also be modified later after the track is created.
List Field Group
Display/Edit Field Group
Add View (New Field Group)
Specifies the fields that appear when adding new objects to the track.
Select the fields users need to fill out when creating a new object.
How to Configure Field Groups:
All available fields are listed on the left panel.
To add a field to a group, click the desired field — it will move to the right panel, showing selected fields.
Use the Up and Down arrows to reorder fields within a group.
Use the Remove button to delete a field from the group.
To create additional custom groups, click the Add Field Group button.
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You do not need to configure all field groups immediately, you can set them up later after the track is created.
Field Groups help organize fields for better clarity in Add, Display, and Edit views. Once you're done, click Next to proceed to the View Setup.
Step 5: Define Views
Views are essential in TeamTracks for displaying, editing, and interacting with objects at different stages of the workflow. Each view type serves a specific purpose. In this step, the wizard helps create one default view for each type, but you can add more views later as needed.
View Types Created by Default:
List View
Uses the List Field Group defined in the previous step.
Shows items in a tabular format.
You can add more field groups to display additional columns.
This view automatically links to the associated Display/Edit and Add views.
Display/Edit View
Uses the Display/Edit Field Group defined earlier.
Allows users to view or modify item details.
This view is automatically associated with all auto-generated Lists and Reports.
Add View
Uses the Add Field Group from the previous step.
Allows users to create new records.
This view will be automatically linked to the List View to facilitate object creation using a Create New button.
How to Configure Views:
All available Field Groups are shown in the left panel.
To include a Field Group in a View, click on it and it will move to the right panel (Selected Field Groups).
Use the Up and Down arrows to reorder field groups within a view.
Use the Remove button to delete a field group from the view.
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You can also create more views using the Add View button. However, it is not mandatory to set up all views at this stage as they can be added or modified after the track is created.
Once the views are defined, click Next to proceed to Role Assignment.
Step 6: Assign Roles
In this step, you will assign Agent and Client roles to the track. These roles determine access permissions and visibility across the system.
The selected roles will be automatically applied to all Views, Charts, Reports, and Dashboards created through this wizard.
You can update or expand role assignments later as needed.
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Once roles are selected, click Next to proceed.
Step 7: Summary
This is the final review step before the system begins importing data and creating track objects.
You will see a summary of all configurations made in previous steps, including field selections, views, field groups, and roles.
If any changes are needed, you can navigate back to the appropriate step and modify the settings.
Once reviewed, click Submit to finalize the setup. The system will then begin importing data and generating the track (Views, Reports, Dashboards, etc.).
You can see the progress alert messages appear at the top right corner of the screen.