Importing Projects

Source: This article refers to Importing Projects

Note: In order to use the Project Management app, you must have data for the following data object types: Business Partner, Contact, People, Equipment, Items, and Skills. This data is managed in the Master Data Management module.

In addition, this feature is only available to users with a Global license.

In a Nutshell

The Project Management app is used to view and manage projects and project phases using an interactive “Gantt Chart”-like view in order to optimize task sequencing and time and resource allocation.

With the Project Management app, you can organize projects into phases and sub-phases, create corresponding activities, and even release the activities to the Planning Board located in the Workforce Management to be assigned to a technician.

Projects can be created directly from the application itself, or imported using the Data Loader. This topic will cover how to upload projects using the data loader.


A Closer Look

In order to smooth the process of importing projects, we will go over some of the basics of how the templates work and how the data is formatted.


Identifiers

Identifiers are the key, unique value for each data object record. They are used to form connections between various data object records.

For example, a Business Partner, Contact, Equipment record, and Activity could all be connected through the ID of the Business Partner (through either the externalId or the businessPartnerId).

The following is a example of how equipmentId and businessPartnerId connect business partners, projects, equipment, and activities:




User-defined Fields

You can expand on data object templates by adding user-defined columns to the file. Upon successful upload and validation, these values will be available for the selected data object type.

UDF column names will use the following pattern:

udf.general_image[string]

With the user-defined field column name preceded by udf and a period (.) and followed by the data type in square brackets.


CSV Format

CSV stands for “comma-separated values”, and is a flat format commonly used to exchange tabular data between programs, as most programs support CSV format for data import and export. CSV-formatted data is commonly used to transfer information from database programs that stores data in a proprietary format to a spreadsheets that use another format.

The following is an example of CSV-formatted tabular data:


Columns without data are still reprsented with a comma-dileneated break, as seen in the missing dateOfBirth field in the last entry in the above image.

Rules for formatting data in CSV

  • Column order can differ from that contained in the template, but record data must remain consistent.
  • Column names must align with those present in the templates.
  • Rows with missing column data must use a comma-delimited break.
  • The Data Loader currently only supports column separation using comma.

Using these rules, we could then represent CSV-formatted data as follows:


This would then be processed the same as the data contained in the first image.


Data Loader Workflow

To upload a Project using the Data Loader, you will complete the following steps:

1. Download Template
The first step is to download the Projects data object template. This template is available in CSV and XLSX format..
2. Format/Enter Template Data
Next, you will enter or transfer information into the Projects template and format it to align with the column naming and comma-delimiting rules. Data must be encoded in UTF-8.
3. Merge or Overwrite
Next, you will select whether you want to merge the data contained in the template with records that may already exist in the database, or overwrite them completely.
4. Upload Template Data
After selecting between Merge and Overwrite, you can then upload the data.
5. Review Data in Project Management
The application will then review the template file for errors. When the data has successfully passed validation and been uploaded, it can then be reviewed in the Project Management app. The subject field will be the title of the project .

1. Download Projects Template

In order to use the Data Loader, you must first download the project template by completing the following:


2. Format/Enter Template Data

Next, you will enter data into the template, or format existing data to match the column naming conventions contained in the templates.

Please take note of the following:

  • Only UTF-8 encoding is currently supported.
  • Only columns with an asterisk (*) are required. All other columns can be removed if not required for import.

The following steps describe importing and exporting CSV to Excel. However, these steps can also be used to manage CSV-formatted tabular data from other sources for preparation in using the Data Loader.

Attention: It is recommended to remove all automatic formatting settings when editing XLS and XLSX templates in Microsoft Excel, as these settings can corrupt the data templates and result in errors when uploading.


3. Merge vs Overwrite

When uploading the Projects data object file, you must first select the data object type you wish to overwrite or merge.


4. Upload Template Data

After you have completed entering data into the Projects template, or formatting existing data according to the data format conventions, you can then upload the file.

Note When uploading XSLX or CSV-formatted data, the application will parse data based on columnar names, not data object template types.


5. Review Template Data

After you have successfully uploaded the template, you can then navigate back to the Project Management app, select the uploaded project from the Project Management dropdown, and review and edit the data.



You can then begin creating phases and subphases for your project.




Appendix

Error Codes

The application may return errors when validating data template uploads. Refer to the following table for more details on error code messages:

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