Import Employees from a .CSV File

To import employees into Deltek CRM from a .CSV (comma-separated values) file rather than entering them individually, click Import From CSV in the Employees & Users area of the Configuration workspace or click Employees on the Imports tab in the Integrations & Imports area of the Configuration workspace.

Alternative: You can also add employees individually in the grid in the Employees and Users area of the Configuration workspace. However, if your employee information is available in an application from which you can download data to a .CSV (comma-separated values) file, you can add your employees more efficiently by importing them from a .CSV file rather than entering them one by one in the Employees & Users area.

If you activate the Resource Planning module, entering employees individually should not be your normal method. Using the option to import from a .CSV file or to import using the API enables you to bring much more planning-related information for your employees into Deltek CRM. You can also use the import process or the APIs to bring in updated information for employees that already exist in Deltek CRM.

Prerequisites:
  • Before you start this procedure, you must generate a .CSV file containing the employee information that you want to import. A common practice is to download employee information to Microsoft® Excel® and save the spreadsheet as a .CSV file.
  • 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 hidden in the Employees and Users area and disabled on the Imports tab in the Integrations & Imports area.
  • Licensing for the Resource Planning module is based on the total number of active and inactive employees set up in Deltek CRM. If you think you are approaching the limit set by your license, verify that new employees in the import file will not cause you to exceed that limit. The import process will import employees until it hits the limit. Any remaining employees in the import file are not imported.
To import employees into Deltek CRM from a .CSV file, complete the following steps:
  1. In the Configuration workspace, click either or on the left edge of the Deltek CRM page to go to the Employees & Users area or Integrations & Imports area.
  2. If you are in the Employees and Users area, click Import From CSV. If you are in the Integrations & Imports area, click the Imports tab and click Employees.
  3. On the Import Employees From CSV dialog box, click Browse, navigate to and select the .CSV file, and click Open.
  4. Click Next. The Import Employees From CSV dialog box displays a list of fields from your .CSV file and a default mapping to employee fields in Deltek CRM. If Do not import displays in DELTEK FIELD, Deltek CRM was unable to determine how to map that .CSV field.
  5. Do one of the following:
    • Select Do not import duplicate records if you do not want to import any information for an employee record that already exists in Deltek CRM.
    • Select Update duplicate records if you want the import process to update an existing employee record if a field in that record is blank or contains information that is different from information in the mapped field in the .CSV file.
  6. Review the default field mappings to verify that all fields in the .CSV file are mapped to the correct field in Deltek CRM. If a default mapping is incorrect, click in DELTEK FIELD on that grid row and select the correct field. If Do not import displays in DELTEK FIELD and you want to import the data in that .CSV field, click in DELTEK FIELD and select the correct field.

    If the .CSV file contains fields that you do not want to import into Deltek CRM, make sure that DELTEK FIELD contains Do not import for those fields. The import process only imports data from fields that you map to a Deltek field.

  7. To start the import process, click Import.

    Depending on the number of records to be imported, the import process can take a while. You can continue working in Deltek CRM while you wait for it to finish.

    The import process does the following:
    • It adds records for employees that do not exist in Deltek CRM.
    • If you selected Update duplicate records, it updates mapped fields in Deltek CRM based on the information in the .CSV file for any employees that already exist in Deltek CRM.
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