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Mass adding, updating, and deleting data using data import

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

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

  • Users
  • Holidays
  • Activities
  • Groups (departments, employee types, locations, cost centers, etc)
  • Projects
  • Tasks
  • Clients
  • Project assignments
  • Task assignments
  • Skills
  • Resource allocation
  • Project roles
  • User costs

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 Polaris – for example, if you’re assigning a client, project manager, or billing type to a project – that data must already exist in Polaris, and the values you include in your CSV must exactly match the values in Polaris.
      • Entries are not case sensitive.
      • You can find the valid options for any fixed Polaris 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 Polaris 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 Polaris
    • Data doesn't exactly match Polaris fixed values
    • Data doesn't exactly match values you've set up in Polaris
    • The data you're trying to import already exists in Polaris
    • 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 Polaris 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 Polaris 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.

    Related links

    Integrating with Polaris
    Gaining business intelligence using your Replicon data
    Exporting a report to Excel or PDF

    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

    arent 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

    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 Polaris 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 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

    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
    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

    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 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 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 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

    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 Polaris 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 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

    Project Assignment

    These imports allow you to assign users 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 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 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 Polaris

    Placeholder Index 5 Number of placeholders needed

    Only applies if assigning placeholders; never required

    Task Assignment

    These imports allow you to assign users to existing projects, 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

    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 Polaris

    End Date 26/01/2020 *Required <All> or a list of Polaris 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