Importing Lists from a .CSV File
When you first implement Deltek Resource Planning and any other time when you need to add or update lists of valid values for fields such as employee attribute fields (the list of possible employee skills, for example), you can export the information from the application in which you maintain those lists into a .CSV (comma-separated values) file and import it from that file into Deltek Resource Planning.
For example, if you maintain master lists of skills and other employee attributes relevant to resource planning in a human resources application, it is likely that you can export that data into a .CSV file. If so, you can then import it into the Deltek Resource Planning database.
It is crucial that you either import or enter all of your list values before you begin importing employees and projects. If the record for an employee or project in the import file references the code for a list value that does not yet exist in Deltek Resource Planning, that employee or project is imported without that code.
Alternatives
One alternative to importing list values from a .CSV file is to add the values individually on the Lists tab in the Customization area of the Configuration workspace. Deltek Resource Planning is installed with a set of default values for most field lists. Before you decide to import field list values, review the default lists on the Lists tab. You may find that for some field lists it is quicker to modify the default list than to import values.
Another alternative is to use the Deltek API to integrate the source applications for the list values with Deltek Resource Planning so the list values in the two applications stays in sync automatically.
What the Lists Import Does
When you import lists, the import process adds a new list record in Deltek Resource Planning for each list record in the .CSV file that does not already exist in Deltek Resource Planning. Before you start the actual import process, you map the fields in your .CSV file to fields in Deltek Resource Planning.
Preparing the .CSV File
After you export your list information to a .CSV file, open that file in Microsoft Excel® or other compatible application, and verify that the first row of data in the file contains field names. The import process assumes that the first row contains field names, not actual data. It uses those field names during the field mapping step of the import process. You should also review the records in the file and delete any that you do not want to import into Deltek Resource Planning. Finally, carefully review the data in the .CSV file to make sure it is correct. In particular, make sure that the value in each record that indicates the list the record is for is correct, and verify that each record has a unique code..
Because you explicitly map the .CSV fields to Deltek Resource Planning fields during the import process, the field names in the file do not have to match the field names in Deltek Resource Planning, 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 Resource Planning 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 Resource Planning field.
Starting the Import Process
Only users with access to the Configuration workspace can run the import process. In addition, tablets and other devices that use the iOS operating system cannot upload files through the browser. As a result, you must run the import process using a different device, such as a laptop or an Android tablet. If you are using an iOS device, the import option is disabled on the Imports tab in the Integrations & Imports area.
To start the lists import process, click Lists on the Imports tab in the Integrations & Imports area of the Configuration workspace.
Mapping .CSV Fields to Deltek Resource Planning Fields
The import process first asks you to select the .CSV file from which you want to import data and then displays the Import Lists From CSV dialog box so you can map .CSV fields to Deltek Resource Planning fields. The first time you display this dialog box, Deltek Resource Planning attempts to provide default field mappings based on the field names in your .CSV file and the field names in Deltek Resource Planning. Review those default mappings and change any that are incorrect. Thereafter, your previous field mappings display by default.
For each .CSV field in the SOURCE FILE FIELD column that you want to import into Deltek Resource Planning, select the corresponding Deltek Resource Planning field in the DELTEK FIELD column. If the .CSV file contains fields that you do not want to import, select Do not import for those fields.
Updating Existing Records
- Select Do not import duplicate records if you do not want to import any information for a list record that already exists.
- Select Update duplicate records if you want the import process to update fields in Deltek Resource Planning for a list record that already exists. If a field in the existing record is blank or contains information that is different from information in the mapped field in the .CSV file, the field in the existing record is updated with the information from the .CSV file. If you maintain list information in one or more other applications, this option enables you to use the import process to keep the corresponding information in Deltek Resource Planning up to date.
The import process checks for an existing record in Deltek Resource Planning with the same code table type and code. If such a record exists, the list record in the .CSV file is considered a duplicate.
Import Errors and Warnings
If the import process is unable to import one or more list records (because of required data that is missing from the .CSV file, for example), a message displays at the top of the Deltek Resource Planning 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 near Lists on the Imports tab itself.
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 Resource Planning 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 lists import process 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.