Importing Data from .CSV Files

From the Imports tab of the Integrations & Imports form, you can import data from .CSV (comma-separated values) files into the Deltek database.

When to Use Imports

The import options enable you to add multiple records to the Deltek database in one batch process. Enterprises that make use of the import options generally do so in one or both of the following ways:

• When they implement Deltek or activate a newly purchased Deltek module, they export their existing data to .CSV files and use the imports to transfer that data to Deltek.
• If they enter and maintain a set of records in another application but want to load some of that data into Deltek for other purposes, they use the imports periodically to transfer the most up-to-date version of that data (for example, if they set up projects in a project management application outside of Deltek but want to use the planning capabilities in the Resource Planning module in Deltek to create plans for those projects).

Alternative to Importing Data

If your enterprise is planning to import some types of data into Deltek from another application on an ongoing basis, an alternative to importing that data from .CSV files is to use the application programming interfaces (APIs) provided with Deltek to automate the transfer of data from the source applications.

Available Imports

The data import options that are available to you depend on the Deltek modules that your enterprise has activated.

Of the imports provided with the modules you purchased, some may not yet be available in the browser application. If you do not find an import on the Imports tab of the Integrations & Imports form, go to the desktop application and navigate to the Imports Utility form (Utilities > Utilities > Data Import).

Fields for Which You Can Import Data

For a given type of record (opportunity records, for example), you can import data for nearly all standard and custom (user-defined) fields, with the exception of the following:

• Fields that are located in grids
• Fields that contain values that Deltek calculates based on values in other fields

What the Import Process Does

When you import data, the import process adds a new record in Deltek for each record in the .CSV file that does not already exist in Deltek.

In addition, you can select Update duplicate records when you run an import if you want the import process to update fields in Deltek for a record that already exists. If a field in the existing record is blank or contains a value that is different from the value in the mapped field in the .CSV file, the field in the existing record is updated with the value from the .CSV file. If you maintain the information in another application, this option enables you to use the import process to keep the corresponding information in Deltek up to date. If you instead select Do not import duplicate records, the import process ignores any records in the .CSV file that already exist in Deltek.

Required Security Role Access

You can only import new records if your security role has access rights to add that type of record.

Restriction: iOS Devices

Tablets and other devices that use the iOS operating system cannot upload files through the browser. As a result, you must run the import processes using a different device, such as a laptop or an Android tablet. If you are using an iOS device, the options on the Imports tab are disabled.

Data Validation: Record Keys

When you run an import process, Deltek checks key data for each record to determine if it is a new record that does not yet exist in Deltek or an existing record. One of the following then occurs:

• If the record does not match an existing record and contains all required values, a new record is created for it in Deltek.
• If the record matches an existing record and you selected Update duplicate records, the existing record in Deltek is updated based on the field values for the record in the .CSV file.
• If the record matches an existing record and you selected Do not import duplicate records, the record in the .CSV file is ignored, and the corresponding Deltek record is not updated.

Data Validation: Linked Records

Many types of records include fields that function as links to related records. For example, when you import an opportunity, you can include the first name and last name of the employee who is designated as the project manager for the opportunity. Those values provide a link between the opportunity record and the employee's employee record in Deltek.

When the .CSV file contains such linking values, the import process verifies that a corresponding record actually exists in Deltek. If the corresponding related record does not exist, the record is imported but the invalid linking values are not. For this reason, it is important to verify that any related records already exist in Deltek before you try to import records that link to those related records.

While the above applies to most related records, in some special cases you are asked during the import process if you want Deltek to create a missing related record for you:

• Primary client in an opportunity record: When you import an opportunity, you can include the name or alias of the firm that is the primary client for that opportunity. The import process checks for an exact match with an existing firm name or firm alias. If the firm already exists in Deltek, that firm is assigned as the primary client for the opportunity. If no match is found, the firm is displayed in the New Firm/Contact Records dialog box so you can indicate if you want a firm record created for it in Deltek.
• Primary contact in an opportunity record: When you import an opportunity, you can include the first name, last name, and firm name or alias for the primary contact for that opportunity. The import process checks for an existing contact with the same first name and last name or preferred name and last name and with the same firm. If the contact already exists in Deltek, that contact is assigned as the primary contact for the opportunity. If no match is found, the contact is displayed in the New firm/Contact Records dialog box so you can indicate if you want a contact record created for them in Deltek.
• Firm in a contact record: When you import a contact, you can include the name or alias of the firm with which the contact is associated. The import process checks for an exact match with an existing firm name or firm alias. If the firm already exists in Deltek, that firm is assigned as the firm for the contact. If no match is found, the firm is displayed in the New Firm Records dialog box so you can indicate if you want a firm record created for it in Deltek.

Data Validation: Import Errors and Warnings

If the import process is unable to import one or more records (because of required data that is missing from the .CSV file, for example), a message displays at the top of the Deltek page: Could not import all...records. Download the CSV file with all records that failed and the reason.

Click the Download the CSV file link in the message to review the records that were not imported and the reasons why the imports failed. A Download the CSV file link is also available on the Imports tab itself near the link you used to run the import.

In some cases, the import process may successfully import a record but display a warning message. This can occur, for example, when a record contains invalid data that is not required. Often in that case, the import process creates the new record in Deltek but omits the invalid data and warns you of that action. As with errors, you can click Download the CSV file either in the warning message or on the Imports tab to review the affected records and explanations of the warnings.

The errors and warnings for your latest import process of a given type remain available in the .CSV file until the next time you run that import process. At that point, they are replaced by any errors and warnings from the more recent process.

Preparing the .CSV File

After you export data from the source application to a .CSV file, open that file in Microsoft Excel® or other compatible application and do the following:

• Verify that the first row of data in the file contains field names, not actual data. The import process assumes that the first row contains field names and uses those field names during the field mapping step of the import process.
• Review the records in the file and delete any that you do not want to import into Deltek.
• Carefully review the data in the .CSV file to make sure it is correct. This is particularly important for fields that serve as links to related data. For example, if you include an employee's name in the fields that you map to the Project Manager First Name and Project Manager Last Name fields when you import an opportunity, make sure that those names are correct and consistent. If they are not, either the imported opportunity will be linked to the wrong person, or it will not have a project manager associated with it.

Because you explicitly map the .CSV fields to Deltek fields during the import process, the field names in the file do not have to match the field names in Deltek, and the order of the fields in the .CSV file does not matter. It also does not matter if the .CSV file contains fields that have no equivalent field in Deltek or fields that you do not want to import for some other reason. The import process ignores fields in the file that you do not map to a Deltek field.