Data import fields and formats

This topic outlines all of the imports available for moving data into Polaris. Refer to Using data import to mass add, update, and delete data for more information on how to carry out an import.

Activities

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

Use a pipe symbol (|) to separate names

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 Polaris users to assign this activity to

Bill - PSA only

This import allows you to add bills to Polaris PSA.

Field name	Example	Notes
Client Name	Client 1	*Required
Reference#	INV00001	*Required
Issue Date	10/01/2022	Required Date must be formatted to match the one selected from the File date format* field on the Data Import page
Payment Term	11
PO Number	5678
Currency	$	Currency symbol for the Estimated Cost value
Invoice Template	Default Template
Billing Address	101 Main St. Everytown, U.S.A.
Project for Line Item	Project 1
Description for Line Item	Line Item
Amount for Line Item	10000
Bill Status	Issued
Description

Bill Plan - PSA only

This import allows you to add bill plans to Polaris PSA.

Field name	Example	Notes
Project Name	Saleshub website	*Required
Bill Plan Type	Flat Billing	*Required
Currency	$	*Required for Fixed Bid Milestone, Fixed Bid Recurring, Flat Billing Currency symbol that determines the plan's currency
Milestone Total Percentage (Fixed Bid Milestone)	50	*Required for Fixed Bid Milestone % of Contract Value to be billed on completion of Milestone
Milestone Total Amount (Fixed Bid Milestone)	10,000	*Required for Fixed Bid Milestone Amount to be billed on completion of Milestone
Mark Up (Expenses)	%	*Required for Expenses
Contract Amount (Fixed Bid Milestone)	20,000	*Required for Fixed Bid Milestone
Task (Fixed Bid Milestone)	Task 1 \| Task 1.2	*Required for Fixed Bid Milestone The milestone tasks for the plan. Use a pipe symbol (\|) to separate task names, if including more than one
Amount (Fixed Bid Recurring/Flat Billing)		*Required for Fixed Bid Recurring, Flat Billing Amount to be Billed to the Client on that day
Start Date (Fixed Bid Recurring/Time Billing)		Required for Fixed Bid Recurring, Time Billing The bill plan's start date Date must be formatted to match the one selected from the File date format* field on the Data Import page
End Date (Fixed Bid Recurring/Time Billing)		Required for Fixed Bid Recurring, Time Billing The bill plan's end date Date must be formatted to match the one selected from the File date format* field on the Data Import page
Frequency (Fixed Bid Recurring/Time Billing)		*Required for Fixed Bid Recurring, Time Billing How Often to Bill
On (Fixed Bid Recurring /Time Billing)		Required for Fixed Bid Recurring, Time Billing When to Bill Date must be formatted to match the one selected from the File date format* field on the Data Import page
Date (Flat Billing)		Required for Flat Billing When to Bill Date must be formatted to match the one selected from the File date format* field on the Data Import page
Billable (Flat Billing)	True	Required for Flat Billing TRUE* and FALSE are valid values
Approval Status (Time Billing)	Any	Required for Time Billing Any* and Approved are valid values

Billing Rates - PSA only

This import allows you to add billing rates for roles, resources, and projects.

Field name	Example	Notes
Project Name	Saleshub website	*Required Name of the project with which rate is associated
Rate Type	Role Rate	Required The type of billing rate you're defining Project Rate, Role Rate, Resource Rate* are valid values
Rate For	Developer	*Required for role and resource rates Defines the role or resource the rate will be assigned to: For a role rate, enter a role name (e.g. developer) For a resource rate, enter the resource's login name For a project rate, leave this blank
Currency	$	*Required Currency symbol for the billing rate currency
Amount	5000	*Required
Effective Date		Required if a rate already exists Omit or keep blank if you're adding an initial rate Date must be formatted to match the one selected from the File date format* field on the Data Import page

Business Costs - PSA only

These imports allow you to add or remove business costs that are used with Polaris' SmartBudget feature.

Field name	Example	Notes
Name	Rent	*Required Name of business cost to add
Start Date	Start Date	Required Date must be formatted to match the one selected from the File date format* field on the Data Import page
End Date	End Date	Required to add Date must be formatted to match the one selected from the File date format* field on the Data Import page
Cost	5000	*Required to add
Cost Currency	$	*Required to add

Clients

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	*Required only if code is set as the unique client identifier
Description	Western Brothers client, our first client
Client Manager	jane.existingcm	Login name of a Polaris user with client manager permissions
Client Contact	Jim Western
Client Email	[email protected]
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	[email protected]
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 Polaris 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 Polaris
Tax Profile	California	The tax profile must already be set up in Polaris

Groups (departments, employee types, locations)

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, employee type, 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 Polaris, 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

Holidays

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 must be formatted to match the one selected from the File date format* field on the Data Import page
Holiday Calendar Name	United States	*Required Must match the name of a holiday calendar that already exists in Polaris
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

Initial revenue - PSA only

These imports allow you to add or update your organization's initial revenue data, when you're setting up revenue recognition in Polaris.

Field name	Example	Notes
Project Name	Project 1	*Required
Revenue Recognized To Date	2000
Revenue Forecast To Date	3000
Revenue Currency	$	Currency symbol for the revenue values

Project roles

These imports allow you to add, update, and delete project roles for use in project resourcing.

Field name	Example	Notes
Role name	Developer	*Required
Description
Cost rate	3000
Cost rate currency	$	Currency symbol representing the cost rate currency
Status	FALSE

Projects

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	*Required only if code is set as the unique project identifier
Start Date	26/01/2020	Date must be formatted to match the one selected from the File date format field on the Data Import page
End Date	24/02/2020	Date must be formatted to match the one selected from the File date format field on the Data Import page
Project Type	Managed	Managed or Unmanaged are valid
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 Polaris 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
Program	Renovations	Must match a program name that already exists in Polaris
Project Manager	jane.existingprojectmanager	Login name of a Polaris user with project manager permissions
Project Leader Approval Required	False	True or False are valid
Allow Time Entry	True	True or False are valid
Estimated Cost Amount	25000
Estimated Cost Currency	$	Currency symbol for the Estimated Cost Amount value
Estimated Hours	500
Project Currency	$	Currency symbol for the Estimated Cost Amount value
Budget Hours	500
Time & Expense Entry	Billable	Billable, Billable & Non-Billable, and Non-Billable are valid
Budget Cost Currency	$	Currency symbol for the Estimated Cost Amount value
Budget Cost Amount	25000
Total Contract Value	25000
Total Contract Currency	$	Currency symbol for the Estimated Cost Amount value
Status	Execution	Initiate, Planning, Execution, and Closeout are valid

Resource Allocation

These imports allow you to add resource requests and allocations to projects directly in Polaris. These allocations bypass the normal request/fulfill resourcing process, and are displayed on the Resource Plan tab of the Project Resourcing page and on the Resource Allocation > Quick Allocation page.

Field name	Example	Notes
Project Name	Mobile App Development	*Required Must match the name of a project that already exist in Polaris
Role Name	Developer	*Required Must match the name of a role that already exists in Polaris
Loading	100	*Required The percent of each resource's time that you want allocated to this project
Start Date	01/01/2020	Required Date must be formatted to match the one selected from the File date format* field on the Data Import page
End Date	26/01/2020	Required Date must be formatted to match the one selected from the File date format* field on the Data Import page
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

Resource Request and Allocation

This import allows you to add the following to Polaris:

An unfulfilled resource request
An allocation with its associated complete request, or
A direct allocation without an associated request

Use the options for the Type column to define the type of import you'd like to carry out, as outlined in this table:

Type

Description

AUTO

Determines what to create based on the data included in the import.

The import creates an allocation if:

One or more resources are included

The import creates a request if:

It includes one or more Request criteria only fields (shown in the table below)

The import creates both an allocation and its associated request if:

It includes one or more Request criteria only fields, and
One or more resources are included

REQUEST WITH ALLOCATION

Creates an allocation and an associated request.

Requires inclusion of one or more resources.

ALLOCATION ONLY

Creates an allocation only, and no request.

Requires inclusion of one or more resources.

You can include rows for each type of option in a single import.

If you include multiple rows with the same project name, role, resource name, and request status, all hours will be merged into a single allocation row.

Field name	Example	Notes
Project Name	Mobile App Development	*Required Name of an existing project you want to create a request for or allocate resources to
Role Name	Developer	The name of the project role associated with the allocation or that you're requesting
Type	Allocation Only	Indicates whether to create a request, an allocation, or both. See the table above for a full description of the AUTO, REQUEST WITH ALLOCATION, and ALLOCATION ONLY options. If excluded, defaults to AUTO.
Requested Skill	Interaction Design+4	Request criteria only Existing Polaris skills to include in the request. Format like this: Skill Name + Rating Use a pipe symbol (\|) to separate skill names, if including more than one.
Requested Department	Implementation	Request criteria only Resource department to include in the request Use the pipe symbol (\|) to separate each level of the department name hierarchy
Requested Employee Type	Salaried	Request criteria only Resource employee type to include in the request Use the pipe symbol (\|) to separate each level of the employee type name hierarchy
Requested Location	New York	Request criteria only Resource location to include in the request Use the pipe symbol (\|) to separate each level of the location name hierarchy
Requested Tags	Project Priority+high	Request criteria only Existing tags to include in the request. Format the tags like this: key+value Use a pipe symbol (\|) to separate pairs, if including more than one.
Start Date	09/01/2023	Required Start date of the allocation and/or request. Date must be formatted to match the one selected from the File date format* field on the Data Import page.
End Date	12/31/2023	Required Start date of the allocation and/or request. Date must be formatted to match the one selected from the File date format* field on the Data Import page.
Resources	Jane.doe\|jack.doe\|joe.doe	Login names of existing Polaris resources you're creating an allocation for. Only used when creating allocations, not requests. Use a pipe symbol (\|) to separate login names, if including more than one resource.
Requested Number of Resource	1	Request criteria only Number of resources required. If both this and resources are included, this column is ignored
Request Status	ALLOCATION REJECTED	Status to assign to the request. These are the valid options: DRAFT PENDING ALLOCATION REJECTED COMPLETE TO BE HIRED PROPOSED REQUEST REJECTED
Loading	100	The percent of each resource's time that you want allocated to this project. If both loading and total hours are included, loading is ignored.
Total Hours	50	Total hours for the entire request or allocation; Hours will be spread equally across days in the imported date range, excluding weekends and time off
Requested Cost Rate	45	Request criteria only Cost rate for the request. All allocations default to the user's assigned cost rate
Requested Cost Rate Currency	$	Request criteria only Currency symbol for the Requested Cost Rate value
Comment	Need someone experienced for this	Request criteria only Comment that appears in the request; not applicable to allocations
Requested Resource Pools	New hires <1yr	Request criteria only Name of an existing resource pools to include in the request. Use a pipe symbol (\|) to separate pool names, if including more than one.
Overwrite	OVERWRITE	Indicates whether to update the dates, hours or loading for an existing allocation, or to create a new one. OVERWRITE and NEW are valid values. To overwrite, the project, role, and resources must match an existing allocation.

Role Skill Requirements

These imports allow you to assign skills to roles, and edit or delete assigned skills.

Field name	Example	Notes
Role		*Required
Skill Category	Documentation	*Required
Skill Name	Structured Authoring	*Required
Skill Level Rating	3	The scale is typically 5-star maximum; however, your system may be configured to use a 1, 2, 3, or 4 star scale

Skills

These imports allow you to add, edit or delete system-level skills that can be assigned to users.

Field name	Example	Notes
Skill Name	Structured Authoring	*Required
Skill Category	Documentation	*Required
Skill Description	Knowledge about the concept and application of structured authoring in documentation
Enabled	True	True or False are valid

Task Assignments

These imports allow you to assign users 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 Polaris
Project	Mobile App Development	*Required Must match the name of a project that already exists in Polaris
User	<All>	Required if assigning individual users <All>* or a list of Polaris 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 Polaris Only needed if assigning placeholders
Placeholder Index	5	Number of placeholders needed Only applies if assigning placeholders; never required

Tasks

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 Polaris, 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 must be formatted to match the one selected from the File date format field on the Data Import page
End Date	24/02/2020	Date must be formatted to match the one selected from the File date format field on the Data Import page
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 Hourly Costs

These imports allow you to add and delete default hourly cost rates for existing Polaris users. Rates are associated with effective dates, so you can set up rates before they take effect.

Field name	Example	Notes
User	admin	*Required Login name of the existing Polaris user you want to assign a cost rate
Effective Date	24/02/2023	Date when this rate takes effect for the user Leave blank if this is the initial rate Date must be formatted to match the one selected from the File date format field on the Data Import page
Hourly Cost	50	*Required
Hourly Cost Currency	$	*Required Currency symbol for the Hourly Cost rate

User Skill Assignments

These imports allow you to assign skills to users, and edit or delete assigned skills.

Field name	Example	Notes
User	jane.doe	*Required Login name of the existing Polaris user you want to assign skills to
Skill Category	Documentation	*Required
Skill Name	Structured Authoring	*Required
Skill Level Rating	3	The scale is typically 5-star maximum; however, your system may be configured to use a 1, 2, 3, or 4 star scale

Users

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 must be formatted to match the one selected from the File date format field on the Data Import page
End Date	24/02/2020	Date must be formatted to match the one selected from the File date format field on the Data Import page
Enabled	True	True or False are valid
Email	[email protected]
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 Polaris
Primary Role	Architect	Must match the name of a role that already exists in Polaris
Secondary Role	Developer	Must match the name of a role that already exists in Polaris
Supervisor	jack.existingsupervisor	Login name of a Polaris user with supervisor permissions The supervisor must already exist in Polaris 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 Polaris 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 Polaris
Time Off Template	Time Off	Must match the name of a time off template that already exists in Polaris
Expense Template	Expenses	Must match the name of an expense template that already exists in Polaris
Punch Entry Policy	Cloud Clock Access	Must match the name of a punch entry policy that already exists in Polaris
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	Polaris PSA	Must match the name of a license available in Polaris 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 Polaris
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 Polaris 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 Polaris
TimeOff Approval Path	Supervisor	Must match the name of a time off approval path that already exists in Polaris
Expense Approval Path	Project Manager	Must match the name of an expense approval path that already exists in Polaris

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