Mass adding, updating, and deleting data using data import

Our data import feature allows you to mass add, update, and delete data from your Replicon instance by importing a CSV file you prepare.

Unlike our RIA import utility, the import feature is accessed from within the Replicon web app.

Currently, the in-app data import feature can be used to import of the following data types:

  • Users
  • Holidays
  • Activities
  • Groups (locations, cost centers, etc)
  • Projects
  • Tasks
  • Clients
  • Project assignments
  • Task assignments
  • Resource allocation in Polaris PSA
  • Project roles in Polaris PSA
  • Direct costs in Polaris PSA

If you need to import other types of data, you may be able to carry out your import using the Replicon Import Add-in (RIA). RIA supports import of time, time off, expenses, and certain system-level settings.

Changes you make using the data import feature cannot be reversed. Therefore, use caution when working with this feature, as it allows you to easily make changes to large amounts of live data that cannot be undone.

Enabling access to the import feature

If the Import Data link isn’t available at the bottom of the Administration page, you’ll need to enable the feature.

To do this, enable Data Imports permission in all Administrator permission sets assigned to users who need access to the data import feature.

Data imports cannot be reverted. Any changes an administrator makes – including deletions and updates – are permanent. Be certain administrators know the consequences of using this feature before you grant them access.

Setting up CSV import files

The biggest part of importing data is setting up your CSV import files.

Each type of import is carried out using a separate CSV file, so you can’t create and update items during a single import, for example. You can, however, import multiple items using a single file. For example, you can add many users during a single import.

To set up templates:

  1. Download the template for the import you want to carry out.

To do this:

    1. Go to Administration > Integration > Data Import.
    2. Select the type of import from the Data Type and Operation fields located at the top of the page.
    3. Click Download a sample file.
  1. Enter the data you want to add or update in the template.

    When creating an import CSV, note that:

      • If you’re referencing existing data in Replicon – for example, if you’re assigning a client, project manager, or billing type to a project – that data must already exist in Replicon, and the values you include in your CSV must exactly match the values in Replicon.
      • Entries are not case sensitive.
      • You can find the valid options for any fixed Replicon field, and required fields for each import, here or in the templates downloaded from the links above.
      • When creating data, if you exclude a field that isn't required, it will be set to the Replicon default for that field.
      • If you attempt to delete an item that is in use (for example, a user who has timesheets), that item will be disabled instead of deleted.
      • Fields that support effective dates will overwrite any existing dates; they will not add a new effective date.
      • In your import CSV, you only need to include required columns and columns for data you want to add or update. If you’re not adding or updating a given field, you can omit it from the file.
      • Columns can be listed in any order, and you can leave blank rows and columns – unassigned columns and blank rows will be ignored.

    Take advantage of Excel's Autofill feature to easily copy data from one row to the next.

    1. Save your CSV file with a name and to a location you’ll remember.

    You might want to reuse the file in the future, so give it a meaningful name.

     

    Carrying out an import

    You can use the data import feature to create (add), update, or delete (remove) data.

    To carry out a data import:

    1. Go to Administration > Integration > Data Import.
    2. Select the data you want to import from these fields:
      • Data Type - the type of data you want to import
      • Operation - what you want to do to that data, either create it, update it, or delete it

    If the type of import you’ve selected supports date fields, a File date format field will appear. The date format you choose must match the format you used for date fields in your import CSV. You can select the format now, or after you’ve uploaded the CSV file.

    1. Click Upload CSV file, and find the completed CSV import file you prepared.

    Once the file is uploaded, the file name should display next to the Upload CSV file button.

    Ensure the First row contains column names check box is set appropriately, so the import knows whether to import or ignore the column names.

    1. Handle any validation issues that are already marked. Then click Validate, and fix any additional errors detected.

    You will need to re-upload the file after fixing issues detected after clicking Validate.

    1. Click Import.

    You’ll see the row by row import of data, with each successfully-imported row turning green.

    Import of rows may not happen in order, since the import identifies data dependencies, importing parent data before child data.

    The import is not all or nothing – some rows may be imported while other might fail to import. 

    When the import is complete, you’ll see a message showing how many rows were successfully imported at the top of the page.

    Click Download Log to view a summary of what was imported, and more details about why some rows failed to import.

    Some data can only be validated once the import is underway, therefore you may see additional validation messages after you click Import. Refer to Handling validation issues for more information.

    Handling validation issues

    Data you include in your import CSV file is checked to ensure only valid data is being added to your system.

    Issues with column headers, dates, and cell formats display before you click Validate. Errors involving your existing data are detected and marked after you click Validate. Any row that includes an error will be shaded red.

    Refer to the sections below for information on fixing different types of issues.

    Fixing data validation issues

    An icon displays beside rows that include error data. Hover over the icon to see details about the error. Or, if an issue displays during import, you can download the log file for more details.

    Common errors include:

    • Required fields are missing from the import
    • Parent data for a field included in the import is missing from Replicon
    • Data doesn't exactly match Replicon fixed values
    • Data doesn't exactly match values you've set up in Replicon
    • The data you're trying to import already exists in Replicon
    • There are formatting errors (e.g. spaces between pipe separators)

    Refer to the Import fields and formats section below for information on fixing and avoiding these issues.

    Issues detected prior to import must be fixed before you can carry out the import.

    To fix a data error:

    1. Open the import's CSV file.
    2. Fix the issue and save the file.
    3. Re-upload the file so Replicon can read the changes, and click Import.

    You don’t need to delete rows that were already imported successfully.

    Fixing column header validation issues

    When you first upload an import CSV, the names of its column headers will be checked by Replicon to ensure they match fields supported by that import, and to ensure all required columns are present.

    If a column in your file doesn’t include a heading, or includes a heading not supported by the import you chose, the heading will show as Unassigned on the import page, and an error message will display at the top of the page.

    If you hover over the header, you’ll see the name you included in the CSV file.

    You can click the small arrow inside the header box, and a list of columns that are supported will display for you to choose from.

    Note that you can carry out an import that includes unassigned columns – they will just be ignored.

    Fixing date validation issues

    The format of any date fields in your CSV file must match the format selected in the Date Format field at the top of the import page.

    Date format mismatches will be marked as soon as you upload your file.

    You can fix these by choosing the matching format from the Date Format field, or by updating the formats in your CSV.

    To change a cell's date format in Excel:

    1. Right-click the cell and select Format Cells.
    2. Ensure the Number tab is selected, then choose Date from the Category list.
    3. Select the format you want from the Type list that displays.

    FAQs

    Can I roll back change I made?

    No, the data import feature has no roll-back capability. Be certain you know what you’re doing before making changes.

    Do we have to use the csv format?

    Yes. That’s the only format that’s currently supported.

    Can we use the data import feature to update names of required fields?

    No, you’ll have to do that manually from within the application.

    What is RIA? How does it differ from this import feature?

    The RIA import utility is an Excel add-on that currently supports import of more types of data than the web-based import. But, its downsides are that it's an external add-on that must be installed before it can be used. This is an issue since some companies have restrictions the prevent installation of add-ons, plus it can't be used on Macs.

    Import fields and formats

    Group

    These imports allow you to create new groups, update settings for existing groups, or delete existing groups. A separate import is available for each type of group you have enabled in your system (location, cost center, etc).

    Field name

    Example

    Notes

    Name

    North America|Canada|Ontario|Toronto

    *Required

    Use the pipe symbol (|) to separate group levels

    Parent groups must already exist in Replicon, but you can create each level of a group hierarchy in one import, using separate rows for each level

    Code

    TO

     

    Description

    City of Toronto

     

    Enabled

    True

    True or False are valid

    Client

    These imports allow you to create new clients, update details of existing clients, or delete existing clients.

    Field name

    Example

    Notes

    Name

    Western Brothers

    *Required

    Code

    WB

     

    Description

    Western Brothers client, our first client

     

    Client Manager

    jane.existingcm

    Login name of a Replicon user with client manager permissions

    Client Contact

    Jim Western

     

    Client Email

    jim.western@westernbrothers.com

     

    Fax

    555-555-5555

     

    Phone

    555-555-5555

     

    Status

    Enabled

    True or False are valid

    Website

    www.westernbrothers.com

     

    Client Street

    123 Big Street

     

    Client City

    New York

     

    Client State/Province

    NY

     

    Client Country

    USA

     

    Client Zip/Postal code

    13243

     

    Billing Street

    123 Big Street

     

    Billing City

    New York

     

    Billing State/Province

    NY

     

    Billing Country

    USA

     

    Billing Zip/Postal code

    13243

     

    Billing Email

    bill@westernbrothers.com

     

    Billing Fax

    555-555-5555

     

    Billing Phone

    555-555-5555

     

    Billing Website

    www.westernbrothers.com

     

    Billing Rates

    Project Rate|User Rate|Consultant|Developer|Project Manager

    The names of one or more rates that exist in Replicon

    If importing multiple rates, use the pipe symbol (|) to separate the names

    If you update rates, the new rates will completely overwrite any existing rates set for the client

    Expense Codes

    Car Rental|Airfare|Meals|Hotel

    Use the pipe symbol (|) to separate the expense code names

    Each expense code must already be set up in Replicon

    Tax Profile

    California

    The tax profile must already be set up in Replicon

    Project

    These imports allow you to create new projects, update details of existing projects, or delete existing projects.

    Field name

    Example

    Notes

    Name

    Landmark renovation

    *Required

    Code

    P-22

     

    Start Date

    26/01/2020

    Date formatted to match the one selected from the Date Field

    End Date

    24/02/2020

    Date formatted to match the one selected from the Date Field

    Description

    Landmark interior renovation – design and construction

     

    Clients

    Advantage Technologies|Big Game Inc|Joan Arc Inc

    Names of one or more clients that exist in Replicon

    If importing multiple clients, use the pipe symbol (|) to separate the client names

    Enter clients on separate lines if you’re assigning a Client Billing Allocation Percentage

    Client Billing Allocation Method

    User’s Choice

    *Required if creating a multi-client project

    User's Choice or Allocated Between are valid

     

    Client Billing Allocation Percentage

    70

    *Required if creating an Allocated Between project

    Specify the percentage to allocate to the client given in that row; don't include a % symbol

    Program

    Renovations

    Must match a program name that already exists in Replicon

    Project Manager

    jane.existingprojectmanager

    Login name of a Replicon user with project manager permissions

    Project Leader Approval Required

    False

    True or False are valid

    Cost Type

    Capex

    Capex or Opex are valid

    Allow Time Entry

    True

    True or False are valid

    Billing Rate Time Period

    Hourly

    Hourly, Daily, or Monthly Fixed are valid

    Billing Rates

    Project Rate|Consultant|Architect

    The names of one or more rates that exist in Replicon

    If importing multiple rates, use the pipe symbol (|) to separate the names

    When updating rates, the new rates will completely overwrite any existing rates set for the client

    Billing Type

    Time and Material

    *Required for Create operation only

    Time and Material or Fixed Bid are valid

    Estimated Cost Amount

    40000

     

    Estimated Cost Currency

    $

    Currency symbol for the Estimated Cost Amount value

    Estimated Hours

    500

     

    Fixed Bid Billing Amount

    50000

     

    Fixed Bid Billing Currency

    £

    Currency symbol for the Fixed Bid Billing Amount value

    Fixed Bid Billing Frequency

    Daily

    Hourly, Daily, or Monthly Fixed are valid

    Invoice Currency

    ¥‎

    Currency symbol for the amounts on the invoice

    Time & Expense Entry

    Billable

    Billable, Billable & Non-Billable, and Non-Billable are valid

    Status

    Execution

    Initiate, Planning, Execution, and Closeout are valid

    Task

    These imports allow you to create new tasks for existing projects, update details of existing tasks, or delete existing tasks.

    Field name

    Example

    Notes

    Name

    Phase II |Stage I||Task 2

    *Required

    Use the pipe symbol (|) to separate levels in the task name hierarchy

    Parent tasks must already exist in Replicon, but you can create each level of a hierarchy in one import

    Code

    T-34

     

    Project

    Landmark renovation

    *Required

    Must match a project that already exists

    Start Date

    26/01/2020

    Date formatted to match the one selected from the Date Field

    End Date

    24/02/2020

    Date formatted to match the one selected from the Date Field

    Description

    Task 2 of Stage I

     

    Time And Expense Entry Type

    Billable

    *Required for Create operation only

    Billable, Billable & Non-Billable, and Non-Billable are valid

    Allow Time Entry

    True

    True or False are valid

    Estimated Hours

    40

     

    Cost Type

    Opex

    Capex or Opex are valid

    Estimated Cost

    5000

     

    Estimated Cost Currency

    $

    Currency symbol for the Estimated Cost value

    Is Closed

    False

    True or False are valid

    User

    These imports allow you to create new users, update details of existing users, or delete existing users.

    Field name

    Example

    Notes

    Login Name

    jill.doe

    *Required

    First Name

    Jill

    *Required for Create operation only

    Last Name

    Doe

    *Required for Create operation only

    Display Name

    Jill D.

     

    Start Date

    26/01/2020

    Date formatted to match the one selected from the Date Field

    End Date

    24/02/2020

    Date formatted to match the one selected from the Date Field

    Enabled

    True

    True or False are valid

    Email

    jill.doe@yourcompany.com

     

    Employee Id

    1054

     

    Department

    Company|Implementation

    Use the pipe symbol (|) to separate each level of the department name hierarchy

    Employee Type

    Contractor

    Must match the name of an employee type that already exists in Replicon

    Primary Role

    Architect

    Must match the name of a role that already exists in Replicon

    Secondary Role

    Developer

    Must match the name of a role that already exists in Replicon

    Supervisor

    jack.existingsupervisor

    Login name of a Replicon user with supervisor permissions

    The supervisor must already exist in Replicon

    If updating the supervisor, the new supervisor will not be given a new effective date, but will replace the current supervisor assignment

    Permissions

    System Administrator|Basic User

    Name of one or more permission sets that already exist in Replicon

    If assigning multiple sets, use a pipe symbol (|) to separate names

    Timesheet Template

    Standard Timesheet

    Must match the name of a timesheet template that already exists in Replicon

    Time Off Template

    Time Off

    Must match the name of a time off template that already exists in Replicon

    Expense Template

    Expenses

    Must match the name of an expense template that already exists in Replicon

    Punch Entry Policy

    Cloud Clock Access

    Must match the name of a punch entry policy that already exists in Replicon

    Authentication Type

    Replicon

    Replicon or SSO are valid

    Password

    Createacomplexpassword

    Must meet minimum password requirement of Good rating, and any other password requirements you’ve configured

    Licenses

    Professional Services Automation|Expense Plus

    Must match the name of a license available in Replicon

    If assigning multiple licenses, use a pipe symbol (|) to separate names

    Holiday Calendar

    United States

    Must match the name of a holiday calendar that already exists in Replicon

    Location

    Europe|Germany|Frankfurt

    You can assign any type of group that exists in your system, not just Location groups – use the group type name as the field name

    Use the pipe symbol (|) to separate each level of the group name hierarchy

    If updating a group, the new group will not be given a new effective date, but will replace any existing group assignments, becoming the new initial group assignment

    Time Off Types

    Vacation|Sick|Personal Leave

    Name of one or more time off types that already exist in Replicon

    If assigning multiple types, use a pipe symbol (|) to separate names

    Timesheet Approval Path

    Supervisor

    Must match the name of a timesheet approval path that already exists in Replicon

    TimeOff Approval Path

    Supervisor

    Must match the name of a time off approval path that already exists in Replicon

    Expense Approval Path

    Project Manager

    Must match the name of an expense approval path that already exists in Replicon

    Activity

    These imports allow you to create new activities and assign them to users, update details and assignment of existing activities, or delete existing activities.

    Field name

    Example

    Notes

    Name

    Sales training

    *Required

    Code

    HRT

     

    Description

    Monthly training session for Sales staff

     

    Enabled

    True

    True or False are valid

    Users

    Jane.doe|jack.doe|joe.doe

    Login names of all existing Replicon users to assign this activity to

    Use a pipe symbol (|) to separate names

    Holiday

    These imports allow you to add or delete holidays from an existing holiday calendar.

    Field name

    Example

    Notes

    Holiday Name

    New Year's Day

    *Required

    Holiday Date

    26/01/2020

    *Required

    Date formatted to match the one selected from the Date Field

    Holiday Calendar Name

    United States

    *Required

    Must match the name of a holiday calendar that already exists in Replicon

    Holiday Duration

    Specific Hours

    *Required for Add operation only

    Full Day, Half Day, Specific number of hours, and Full Day with no Holiday Time are valid

    Hours

    4:30

    *Required, but only if Specific number of hours is set for Holiday Duration

    Must use hr:min format, if not a full hour

    Automatically add Bookings

    True

    True or False are valid

    When adding to existing timesheet

    Reopen if Submitted

    Reopen if Submitted, Reopen if Approved, and Do Not Add if Approved are valid

    Project Assignment

    These imports allow you to assign users, departments, groups, or placeholders to existing projects, or to remove assignments.

    This import doesn't apply to Polaris PSA, since that product only supports resource assignment at the task level.

    Field name

    Example

    Notes

    Project Name

    Mobile App Development

    *Required

    Must match name of project that already exists in Replicon

    User

    <All>

    *Required if assigning individual users

    <All> or a list of Replicon users with project user permission

    If assigning multiple users, use a pipe symbol (|) to separate names

    Department

    Company|Implementation

    *Required if assigning departments

    Use the pipe symbol (|) to separate each level of the department name hierarchy

    Location

    Europe|Germany|Frankfurt

    *Required if assigning groups

    You can assign any type of group that exists in your system, not just Location groups – use the group type name as the field name

    Use the pipe symbol (|) to separate each level of the name hierarchy

    Placeholder

    CRM Architects

    *Required if assigning placeholders

    Must match the name of a project role that already exists in Replicon

    Placeholder Index

    5

    Number of placeholders needed

    Only applies if assigning placeholders; never required

    Task Assignment

    These imports allow you to assign users, departments, groups, or placeholders to existing tasks, or to remove assignments.

    Field name

    Example

    Notes

    Task Name

    Phase II|Stage I|Task 2

    *Required

    Use the pipe symbol (|) to separate levels in the task name hierarchy

    Must match the name of a task that already exists in Replicon

    Project

    Mobile App Development

    *Required

    Must match the name of a project that already exists in Replicon

    User

    <All>

    *Required if assigning individual users

    <All> or a list of Replicon users with project user permission

    If assigning multiple users, use a pipe symbol (|) to separate names

    Department

    Company|Implementation

    *Required if assigning departments

    Use the pipe symbol (|) to separate each level of the department name hierarchy

    Location (or any other group enabled in your system)

    Europe|Germany|Frankfurt

    *Required if assigning groups

    Use the pipe symbol (|) to separate each level of the location name hierarchy

    Placeholder

    CRM Architects

    *Required if assigning placeholders

    Must match the name of a project role that already exists in Replicon

    Only needed if assigning placeholders

    Placeholder Index

    5

    Number of placeholders needed

    Only applies if assigning placeholders; never required

    Resource Allocation in Polaris PSA

    These imports allow you to add resource allocations to projects directly in Polaris PSA. These allocations bypass the normal request/fulfill resourcing process, and are saved on the All tab of the Project Resourcing page.

    Field name

    Example

    Notes

    Project Name

    Mobile App Development

    *Required

    Must match the name of a project that already exist in Polaris PSA

    Role Name

    Developer

    *Required

    Must match the name of a role that already exists in Polaris PSA

    Loading

    100

    *Required

    The percent of each resource's time that you want allocated to this project

    Start Date

    01/01/2020

    *Required

    Date formatted to match the one selected from the Date Field

    End Date

    26/01/2020

    *Required

    Date formatted to match the one selected from the Date Field

    Resources

    Jane.doe|jack.doe|joe.doe

    *Required

    Login names of all existing users to allocate to this project

    Use a pipe symbol (|) to separate names, if including more than one

    Comment

    Imported allocation - was not requested by P.M.

    Comment associated with the resource request

    Project Roles in Polaris PSA

    These imports allow you to add, update, or delete roles and their settings in Polaris PSA.

    Field name

    Example

    Notes

    Role name

    Architect

    *Required

    Must match the name of a role that already exists in Polaris PSA

    Description

    Designs systems and makes technical decisions

    Description of the role

    Cost rate

    80

    Default hourly cost rate used for this role

    Cost rate currency

    $

    Currency symbol for the cost rate value

    Billing rate

    100

    Default hourly billing rate for this role

    Billing rate currency

    $

    Currency symbol for the billing rate value

    Status

    True

    Whether or not the role is enabled

    True or False are valid; True means enabled, False means disabled

    Billable

    True

    Whether or not the role is billable

    True or False are valid

    Direct Costs in Polaris PSA

    These imports allow you to assign or delete direct costs for users in Polaris PSA.

    Field name

    Example

    Notes

    User

    Jane.doe

    *Required

    Login names of all existing users to allocate to this project

    Start Date

    01/01/2020

    *Required

    Must match the name of a project that already exists in Replicon

    End Date

    26/01/2020

    *Required

    <All> or a list of Replicon users with project user permission

    If assigning multiple users, use a pipe symbol (|) to separate names

    Business Cost

     

    *Required

    The user's Total Business Cost, as displayed on the Billing & Cost tab of their user profile

    Business Cost Currency

    $

    *Required

    Currency symbol for the business cost value