> For the complete documentation index, see [llms.txt](https://docs.claret.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.claret.app/integrations/inbound-file-feed/work-plans.md).

# Work Plans

Work orders / cellar tasks issued from the ERP system. One row per work plan. In Claret, these populate the **Work Planning** module's board, kanban, and capacity views.

## Schema

<table><thead><tr><th>#</th><th>Column</th><th data-type="checkbox">Required?</th><th>Description</th><th>Example</th></tr></thead><tbody><tr><td>1</td><td><code>external_system_id</code></td><td>true</td><td>The ERP's identifier for this work order. Unique per row. Used as the merge key so re-deliveries update the same work plan in Claret.</td><td><code>WO-2026-0501-001</code></td></tr><tr><td>2</td><td><code>activity_type</code></td><td>true</td><td>The kind of work being done. Must be one of the values in Controlled vocabularies.</td><td><code>Cap Management</code></td></tr><tr><td>3</td><td><code>status</code></td><td>true</td><td>Current state of the work plan. Must be one of the values in Controlled vocabularies.</td><td><code>Scheduled</code></td></tr><tr><td>4</td><td><code>description</code></td><td>true</td><td>Short title.</td><td><code>Punch-downs on Tank 4</code></td></tr><tr><td>5</td><td><code>location_name</code></td><td>true</td><td>The site where the work occurs. Must match a <code>location</code> from the Locations file.</td><td><code>ZAM-WINERY</code></td></tr><tr><td>6</td><td><code>priority</code></td><td>false</td><td>One of: <code>Critical</code>, <code>High</code>, <code>Medium</code>, <code>Low</code>. Defaults to <code>Medium</code>.</td><td><code>High</code></td></tr><tr><td>7</td><td><code>location_area_name</code></td><td>false</td><td>Sub-area within the location. Must match a <code>location_area</code> from the Locations file.</td><td><code>North</code></td></tr><tr><td>8</td><td><code>item_name</code></td><td>false</td><td>The item this work targets, if applicable. Can reference <strong>any</strong> item level: an FG <code>item_name</code> or <code>vintage_name</code> from the Finished Good Items file, or a <code>parent_wip_name</code> or <code>child_wip_name</code> from the Bulk Wine Items file. Use the level that best matches what the work order is actually for. A generic "rack a barrel of Cab" might target the parent WIP <code>ZAMNVCAS</code>; "transfer SS-01 to SS-02" for the 2020 vintage targets <code>ZAMNVCAS20</code>.</td><td><code>ZAMNVCAS20</code></td></tr><tr><td>9</td><td><code>comments</code></td><td>false</td><td>Long-form notes from the ERP.</td><td><code>Twice daily punchdowns until end of fermentation</code></td></tr><tr><td>10</td><td><code>earliest_start_date</code></td><td>false</td><td>The earliest date this work can begin, as <code>YYYY-MM-DD</code>.</td><td><code>2026-05-08</code></td></tr><tr><td>11</td><td><code>due_date</code></td><td>false</td><td>When this work must be completed, as <code>YYYY-MM-DD</code>.</td><td><code>2026-05-12</code></td></tr><tr><td>12</td><td><code>scheduled_start</code></td><td>false</td><td>Planned start, as <code>YYYY-MM-DD HH:MM</code> (24h, client local time).</td><td><code>2026-05-08 07:00</code></td></tr><tr><td>13</td><td><code>scheduled_end</code></td><td>false</td><td>Planned end, as <code>YYYY-MM-DD HH:MM</code>.</td><td><code>2026-05-08 09:00</code></td></tr><tr><td>14</td><td><code>actual_start</code></td><td>false</td><td>Actual start, as <code>YYYY-MM-DD HH:MM</code>. Omit until work begins.</td><td><code>2026-05-08 07:05</code></td></tr><tr><td>15</td><td><code>actual_end</code></td><td>false</td><td>Actual end, as <code>YYYY-MM-DD HH:MM</code>. Omit until work completes.</td><td><code>2026-05-08 08:55</code></td></tr><tr><td>16</td><td><code>quantity</code></td><td>false</td><td>Estimated work quantity (e.g., gallons to move, cases to handle). Numeric value. Decimals fine, whole numbers fine. No thousands separators.</td><td><code>5000</code></td></tr><tr><td>17</td><td><code>uom</code></td><td>false</td><td>Unit of measure for <code>quantity</code>.</td><td><code>Gallon</code></td></tr></tbody></table>

## Header row

```
external_system_id,activity_type,status,description,location_name,priority,location_area_name,item_name,comments,earliest_start_date,due_date,scheduled_start,scheduled_end,actual_start,actual_end,quantity,uom
```

## Sample data

```csv
external_system_id,activity_type,status,description,location_name,priority,location_area_name,item_name,comments,earliest_start_date,due_date,scheduled_start,scheduled_end,actual_start,actual_end,quantity,uom
WO-2026-0501-001,"Cap Management",Scheduled,"Punch-downs on Tank 4",ZAM-WINERY,High,North,ZAMNVCAS20,"Twice daily punchdowns until end of fermentation",2026-05-08,2026-05-12,"2026-05-08 07:00","2026-05-08 09:00",,,3,Hour
WO-2026-0501-002,Filter,"In Progress","Filter Pinot Noir from SS-01 to SS-02",ZAM-WINERY,Medium,North,FNESLPNO26,,2026-05-07,2026-05-09,"2026-05-08 13:00","2026-05-08 17:00","2026-05-08 13:15",,5000,Gallon
WO-2026-0501-003,Bottling,Planned,"Bottling run for 2016 Napa Cab",ZAM-WINERY,High,South,122-16,"Run scheduled per bottling schedule",2026-05-12,2026-05-12,"2026-05-12 06:00","2026-05-12 14:00",,,1500,"9LE Case"
WO-2026-0501-004,Moves,Planned,"Consolidate Cabernet across vintages",ZAM-WINERY,Medium,North,ZAMNVCAS,"Generic move applies to whole Cab parent; target vintage TBD",2026-05-09,2026-05-11,,,,,1500,Gallon
WO-2026-0430-014,Sanitation,Completed,"CIP clean SS-01 post-filtration",ZAM-WINERY,Medium,North,,,2026-04-30,2026-05-01,"2026-04-30 16:00","2026-04-30 18:00","2026-04-30 16:05","2026-04-30 17:50",2,Hour
```

{% hint style="info" %}

* Row 1: bulk wine, **child WIP** target (`ZAMNVCAS20`).
* Row 3: FG bottling, **vintage** target (`122-16`).
* Row 4: bulk wine, **parent WIP** target (`ZAMNVCAS`), used when the work isn't tied to a specific vintage.
* Row 5: no item; work is location-only (sanitation).
  {% endhint %}

## Snapshot semantics

* Full snapshot of all open and recently-closed work plans every delivery. Plans completed or cancelled more than 30 days ago may be omitted.
* `external_system_id` is the merge key; re-delivering the same id updates the existing plan in place.
* A work plan absent from a new file but present in a prior file is **not** treated as cancelled. To cancel, deliver the row with `status=Cancelled`. (This avoids accidental loss when an ERP query temporarily excludes recent records.)
* Activity types, statuses, and priorities must use the controlled vocabularies below. Unknown values will be rejected.

## Controlled vocabularies

### Activity types

`activity_type` must be one of:

`Additions`, `Bottling`, `Cap Management`, `Centrifuge`, `Circulation`, `Cross Flow`, `De-alc`, `De-va`, `Drain/Press`, `Filter`, `Harvest`, `Inventory`, `Measure`, `Moves`, `Oak Additions`, `Pickup Inbound`, `Pickup Outbound`, `Sanitation`, `Site Projects`, `Ullage`

### Statuses

| Status        | Meaning                                                       |
| ------------- | ------------------------------------------------------------- |
| `Planned`     | Work identified but not yet scheduled to a specific date/time |
| `Scheduled`   | Work assigned a specific scheduled start/end                  |
| `In Progress` | Work has started but is not yet complete                      |
| `On Hold`     | Work has been paused; will resume                             |
| `Completed`   | Work is done                                                  |
| `Cancelled`   | Work will not be performed                                    |

### Priorities

`priority` must be one of:

`Critical`, `High`, `Medium`, `Low`