Importing Project Information from a .CSV File
When you first implement Deltek CRM and any other time when you need to add or update project information in Deltek CRM, you can export the information from the application in which you maintain project information into a .CSV (comma-separated values) file and import it from that file into Deltek CRM.
For example, if you maintain project information in a project management application, it is likely that you can export that data into a .CSV file. If so, you can then import it into the Deltek CRM database.
The option to import project information is only available if you activated the Resource Planning module.
Alternatives
An alternative to importing data from a .CSV file is to use the Deltek API to integrate the source application for project information with Deltek CRM so the information in the two applications stays in sync automatically.
Dependencies
To be included in the imported project data, project managers referenced in the .CSC file must already exist as employees in Deltek CRM. Similarly, organizations and project types referenced in the import file must already exist. If they do not, create those records before importing projects.
In addition, within the work breakdown structure (WBS) for a given project, you must import a higher-level WBS element before you can import the related lower-level WBS elements below it in the WBS hierarchy.
For example, if project 01 (the top-level WBS element) has phases 01.001 and 01.002 below it, the record for 01 must exist in Deltek Resource Planning before 01.001 and 01.002 can be added.
If you import projects from a .CSV file, you can meet this requirement by placing the records for higher-level WBS elements before their lower-level elements in the same .CSV file. You do not have to run separate import processes for each WBS level, for example.
What the Projects Import Does
When you import projects, the import process adds a new project record in Deltek CRM for each project in the .CSV file that does not already exist in Deltek CRM. Before you start the actual import process, you map the fields in your .CSV file to fields in Deltek CRM.
If you specify clients for projects in the .CSV file, the import process attempts to determine if the clients already exist in Deltek CRM. If one or more clients do not exist, the import process displays a list of those clients so you can select the ones for which you want new client records added.
Preparing the .CSV File
After you export your project 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 CRM. Finally, carefully review the data in the .CSV file to make sure it is correct, particularly project IDs, parent project IDs, client numbers and names, and owning organizations.
Because you explicitly map the .CSV fields to Deltek CRM fields during the import process, the field names in the file do not have to match the field names in Deltek CRM, 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 CRM 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 CRM 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 project information import process, click Project Information on the Imports tab in the Integrations & Imports area of the Configuration workspace.
Mapping .CSV Fields to Deltek CRM Fields
The import process first asks you to select the .CSV file from which you want to import data and then displays the Import Project Information From CSV dialog box so you can map .CSV fields to Deltek CRM fields. The first time you display this dialog box, Deltek CRM attempts to provide default field mappings based on the field names in your .CSV file and the field names in Deltek CRM. 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 CRM, select the corresponding Deltek CRM 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 project that already exists.
- Select Update duplicate records if you want the import process to update fields in Deltek CRM for a project 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 project information in another application, this option enables you to use the import process to keep the corresponding information in Deltek CRM up to date.
The import process checks for an existing project in Deltek CRM with the same project number. If it finds a match, the project in the .CSV file is considered a duplicate.
Import Errors and Warnings
If the import process is unable to import one or more projects (because of required data that is missing from the .CSV file, for example), a message displays at the top of the Deltek CRM 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 Project Information 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 CRM 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 project 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.