Using data import to mass add, update, and delete data

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:

• Groups (departments, employee types, locations, cost centers, etc)
• Clients
• Projects
• Tasks
• Users
• Activities
• Business Costs
• Holidays
• Skills
• User Skill Assignments
• Role Skill Requirements
• Task Assignments
• Resource Allocation
• Project Roles
• User Costs
• Billing Rates
• Initial Revenue
• Bill Plan

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.

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.

1. 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.
2. 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.

3. 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.

3. 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.

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

5. 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.

Import fields and formats

Groups

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

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	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

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 formatted to match the one selected from the in app Date Field
End Date	24/02/2020	Date formatted to match the one selected from the in app 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

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 formatted to match the one selected from the in app Date Field
End Date	24/02/2020	Date formatted to match the one selected from the in app 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

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 formatted to match the one selected from the in app Date Field
End Date	24/02/2020	Date formatted to match the one selected from the in app 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

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.

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

Business Costs

These imports allow you to add and delete system-level business costs for you business.

Field name	Example	Notes
Name	Acme Corp	*Required Name of business
Start Date	01/01/2020	*Required
End Date	31/12/2022	*Required
Cost	5000	*Required
Cost Currency	$	*Required Currency symbol for the cost value

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 Name	New Year's Day	*Required
Holiday Date	26/01/2020	*Required Date formatted to match the one selected from the in app 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

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

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 Polaris user
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

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

Task Assignments

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

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
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 formatted to match the one selected from the in app Date Field
End Date	26/01/2020	*Required Date formatted to match the one selected from the in app 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

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

Field name	Example	Notes
Role name	Architect	*Required
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

User Costs

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

Field name	Example	Notes
User	Jane.doe	*Required Login name of a Polaris user
Start Date	01/01/2020	*Required
End Date	26/01/2020	*Required
Direct Cost	5000	*Required The user's Direct Cost, as displayed on the Billing & Cost tab of their user profile
Direct Cost Currency	$	*Required Currency symbol for the business cost value

Billing Rates

These imports allow you to assign hourly billing rates that can be used in a project.

Field name	Example	Notes
Project Name	Mobile App Development	*Required Name of the project with which rate is associated Must match the name of a project that already exist in Polaris
Rate Type	Role Rate	*Required Must be one of the following: Project Rate Role Rate Resource Rate
Rate For	Architect	The value entered depends on your Rate Type. Use the: Role name for role rates Login name for resource rates Leave blank or omit for project rates
Currency	$	*Required Currency symbol for the rate and amount values
Amount	100	*Required The value of the rate, per hour
Effective Date	26/01/2020	The date when the rate becomes effective Exclude this column to indicate the rate is the initial rate

Initial Revenue

These imports allow you to add or edit revenue recognized for a project, and revenue forecasts made, using an external application, so Polaris' revenue recognition feature can account for those amounts.

Field name	Example	Notes
Project name	Mobile App Development	*Required Must match the name of a project that already exists in Polaris
Revenue Recognized To Date	01/01/2020
Revenue Forecast To Date	26/01/2020
Revenue Currency	$

Bill Plan

These imports allow you to add...

Field name	Example	Notes
Project Name	Mobile App Development	*Required Must match the name of a project that already exists in Polaris
Bill Plan Type	Time Billing	*Required Must be one of the following: Fixed Bid Milestone Expenses Fixed Bid Recurring Flat Billing Time Billing
Currency	$	*Required for these bill plan types: Fixed Bid Milestone Fixed Bid Recurring Flat Billing
Milestone Total Percentage (Fixed Bid Milestone)	25	*Required for these bill plan types: Fixed Bid Milestone % of Contract Value to be billed on completion of Milestone
Milestone Total Amount (Fixed Bid Milestone)	20000	*Required for these bill plan types: Fixed Bid Milestone Amount to be billed on completion of Milestone
Mark Up (Expenses)	10	*Required for these bill plan types: Expenses Percent expense markup to be billed for the project
Contract Amount (Fixed Bid Milestone)	50000	*Required for these bill plan types: Fixed Bid Milestone
Task (Fixed Bid Milestone)	Milestones -|Design|Prototyping	*Required for these bill plan types: Fixed Bid Milestone Tasks that will serve as milestones
Amount (Fixed Bid Recurring/Flat Billing)	20000	*Required for these bill plan types: Fixed Bid Recurring Flat Billing Amount to be billed to client on the date specified in the On or Date fields
Start Date (Fixed Bid Recurring/Time Billing)	1/01/2021	*Required for these bill plan types: Fixed Bid Recurring Time Billing The date when the plan takes effect
End Date (Fixed Bid Recurring/Time Billing)	26/01/2021	*Required for these bill plan types: Fixed Bid Recurring Time Billing The last day the plan is in effect
Frequency (Fixed Bid Recurring/Time Billing)	Monthly	*Required for these bill plan types: Time Billing Fixed Bid Recurring Must be one of these: Weekly Bi-Weekly Semi-Monthly Monthly Quarterly Yearly
On (Fixed Bid Recurring /Time Billing)		*Required for these bill plan types: Time Billing Fixed Bid Recurring The date when the client is billed
Date (Flat Billing)		*Required for these bill plan types: Flat Billing The date when the client is billed
Billable (Flat Billing)	True	*Required for these bill plan types: Flat Billing True or False
Approval Status (Time Billing)	Any	*Required for these bill plan types: Time Billing Any or Approved

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