Importing Data from .CSV Files

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

When to Use Imports

The import options enable you to add multiple records to the DPS 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 DPS or activate a newly purchased DPS module, they export their existing data to .CSV files and use the imports to transfer that data to DPS.
• If they enter and maintain a set of records in another application but want to load some of that data into DPS 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 DPS but want to use the planning capabilities in the Resource Planning module in DPS to create plans for those projects).

Alternatives to Importing Data

If your enterprise is planning to import some types of data into DPS 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 DPS to automate the transfer of data from the source applications.

For nearly all types of data, you also have the option to use DPS applications to add or update records individually.

Available Imports

The data import options that are available to you depend on the DPS 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 form of Imports & Exports, 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 generally 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 DPS calculates based on values in other fields

What the Import Process Does

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

In addition, you can select Update duplicate records when you run an import if you want the import process to update fields in DPS 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 DPS 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 DPS.

Required Security Role Access

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

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 DPS.
• 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 DPS fields during the import process, the field names in the file do not have to match the field names in DPS, 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 DPS 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 DPS field.

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 form are disabled.