Using the Replicon Import Add-In (RIA)

The Replicon Import Add-in (RIA) is an Excel add-in you can use to import data into Replicon. It can be used for the following:

  • Adding or editing users and user details
  • Adding or editing projects and project details
  • Adding or editing time, in various timesheet formats
  • Adding or editing time off policies (new time off)
  • Adding time off bookings
  • Adding expenses
  • Adding clients, departments, and activities
  • Configuring certain system-level settings

Refer to Common RIA use cases for more information on what you can do with RIA.

See https://ria.replicon.com/WebSetup/TemplateInfo.html for a list of all data templates RIA can import.

You can also use our in-app data import feature to add, edit, or delete projects, tasks, clients, project and task assignments, users, holidays, activities, and groups. It doesn't require installation, and is supported for use on Macs.

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

Making bulk changes using RIA can impact the performance of the Replicon system. If you are importing lots of data, we'd appreciate it if you'd carry out your import outside of standard business hours.

Why use RIA?

RIA allows you to import data into your Replicon instance using an Excel spreadsheet. Adding and updating data using a spreadsheet is faster and easier than making manual changes directly in the Replicon interface.

RIA is especially useful if many items you’re adding or updating share the same settings. For example, if many users share the same permissions,  you can create an import entry for one user, then copy the permissions to the others.

RIA is the only available method of mass adding or editing Replicon projects, and the only method of mass adding users.

How does RIA work?

To import data, you'll need to set up a RIA template that includes the data, and then click a button to import it. To add data to the template, you can copy and paste data from an existing spreadsheet or you can use RIA’s built-in data input features and create a new template from scratch.

RIA includes several features that make populating a spreadsheet with data easy. For example, the add-in retrieves all valid values for a field from your Replicon instance for you to choose from, and can also automatically populate update templates with existing field values.

RIA system requirements

Using RIA has the following prerequisites:

Software requirements

  • Credentials for a Replicon instance
  • Admin privileges to your computer to install the RIA Toolkit
  • Windows Vista, 7, 8, 10, Server 2008, or Server 2012
  • Microsoft Office Excel 2010, 2013, or 2016

Hardware requirements

  • 1 GHz or faster 32-bit (x86) or 64-bit (x64) processor
  • 1 GB RAM (32-bit) or 2 GB RAM (64-bit)
  • 2 GB available hard disk space (32-bit) or 4 GB (64-bit)
  • Internet access

Runtime framework requirements

  • Microsoft .NET Framework 4.5
  • Microsoft Visual Studio 2010 Tools for Office Runtime
  • Windows Installer 4.5

Installing RIA

To install RIA:

  1. Go to https://ria.replicon.com.
  2. Follow the instructions listed under the Installing RIA heading.

Logging in and performing an import

For information on setting up RIA and carrying out imports refer to:

Updating the add-in

We frequently update RIA with new features and functionality. If a new version is available, RIA will automatically update to that version when you log in.

Click the What’s New button in the RIA top menu for information on improvements we’ve made to the add-in.

Sending feedback

To send feedback about RIA, click the Feedback button in the RIA top menu and complete the dialog that displays.

If you’re reporting an error, select the sad face button, and click Capture Error Details.

RIA will save to your desktop a CSV file including details of your latest import attempt. Attach this file to the feedback email before sending it to ria@replicon.com to help us identify the problem you encountered.

You can also make requests or suggestions regarding RIA in the Replicon community.

FAQs

Do I need any special permissions to use RIA?

No. RIA acts like an extension of the application, so once you’ve logged in to RIA, permissions in the add-in work exactly the same way as they do in the Replicon application – you can only perform actions allowed by your assigned permissions. An import error will occur if you attempt to import data for a field you’re not allowed to modify in Replicon.

How do the Add and Update imports differ?

In general, the Add templates overwrite existing data, and Update templates edit or append data.

Add templates

When you use an Add template, all existing data will be overwritten for the record in question. For example, if you add a timesheet and hours have already been entered in Replicon for that timesheet period, those hours will be overwritten. The only exception to this is the Tasks import; if you add tasks, they will be appended to existing tasks.

Update templates

If you use an Update template, only the data you selected will be updated. And in the following cases, the new data will be appended the existing settings:

  • User assignment updates, when you include a new effective date
  • Project allocations, and team and rate assignment updates

What do the steps beside the import templates mean?

These steps outline the suggested order for importing data into Replicon, taking data dependencies into consideration. For example, these steps indicate that you must create activities before assigning them to users, and that you create users before creating their timesheets.

If you only need to add or update a particular type of data, you can ignore this sequence. However, be aware that if data you’re adding or updating is dependant on data that doesn’t exist in Replicon, you won’t be able to complete the import.

Why doesn’t the Get Data From Replicon button work?

That button applies to certain update and delete imports, and is disabled for types of imports to which it doesn’t apply.

I’m using an older version of Replicon. Can I use RIA to import data?

No, RIA can only be used with the latest version of Replicon. Older versions of Replicon have their own import tools.

Can I use RIA with my Mac?

No. RIA doesn’t support use with the Mac operating system.

Is an audit history of changes I’ve made using RIA available?

No, RIA doesn’t have an audit history feature.

Can I use RIA to revert data changes I’ve made in Replicon?

No, it’s not possible to revert changes you’ve made using RIA.

Why can’t I see the RIA top menu?

Depending on the version of Excel you’re using, you may need to click Add-ins in the Excel menu for the RIA menu to display. To make the menu display by default when Add-ins is selected, click the  icon in the top, right-hand corner of Excel, and select Show Tabs and Commands.