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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:

    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.

      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