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

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 a template for the import you want to carry out.

For templates with example data and formatting information included, download one of the files listed below.

These files show all supported fields for create and update imports. If you want to delete data, you only need to include fields that identify the data to be deleted – for example, the login name to delete a user. Refer to the notes in each template and in the tables located here for information on which fields are required.

Be sure to delete the example rows before you upload the file, to ensure they don't cause validation issues.

You can also download templates from the import page at AdministrationIntegration > Data Import. If you do this, be sure to select the type of import from the Importing and Operation fields located at the top of the page before downloading a file. Also note, no examples are provided in these templates, they only give the supported columns.

  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:
    • Importing - 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 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 Choose file, and find the completed CSV import file you prepared.

Once the file is uploaded, the file name, or a truncated version of it, should display next to the Choose 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.
  2. 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 Import. However, errors involving your existing data can only be detected and marked once the import has begun. 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

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

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

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

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.

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