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Export and Import Data

Overview

ResourceFirst is designed to easily export and/or import data directly from your ResourceFirst screen for resource, project, resource assignment, financial assignment, and scenario data. This article outlines what you need to know and provides Tips & Tricks. 

Terminology for Export/Import

"Update" - This action changes the existing record's value to the updated import value. For example: A resource has a Primary Skill logged in ResourceFirst as a DBA, but you have updated that value in the import file to be Architect, we refer to this action as an "Update."

"Add" - This action inserts a new row in ResourceFirst.  For example: A group of new hires needs to be added to ResourceFirst so you add their names to an import file in such a way that ResourceFirst will recognize these additional rows are new and will add them as resource records. 

"Import file" - Excel file format of .csv is the only format supported; .xls and .xlsx are not supported for importing. 

Where to find the Export/Import icons

ResourceFirst is designed to permit you to easily export and/or import data directly from your ResourceFirst screen. Project data, resource data, resource assignments, and financial data can all be exported and/or imported from their respective pages.

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You will find the export/import icons in the upper right corner of the following pages:

  • Resource Data page and Resource Assignment page
  • Project Data page and Project Assignment page
  • Financial assignments page

On other view/grid pages, there will only be an export icon, since only project data, resource data, and assignments can be imported.

Exporting Data

Generating the Export File

On the upper right control panel of the Resources->Data, Projects->Data, and all Assignment  pages, clicking the “Export” button clipboard_e13ce81a510ffa46e067d4a816d61a8f3.png generates an export CSV file for use with Microsoft Excel. In almost all cases, an openable CSV file is directly shown in lower left corner.

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Click on the dropdown to open and save as CSV or Excel file.

NOTE: For a few pages (e.g., Manage Actuals and Admin/Periods), clicking the export button results in a notification that the file is being created (click OK):

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then a notification that it is now ready:

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and then its availability in the Download center, accessible via the Download icon clipboard_ef9be22eaa8a98995ccda5635b71fd7e6.png in the upper right. Then, click the Download icon to save the file to the folder of your choice:

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Periodically, you may wish to Delete files you have previously downloaded.   

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Importing Resource, Project, Labor & Financial Assignment, and Scenario Data

Steps to Follow When Importing

Create the Import Spreadsheet(s) Two methods for creating an import file:

  1. Recommended approach: Reuse a ResourceFirst view export file.
  2. Alternate approach: Create a new import file from scratch as the import file.
Recommended approach: Reuse a ResourceFirst view export file.

IMPORTANT: After referring to these guidelines, be sure to read the details in the following section for specific field selection, Tips & Tricks, and more: Import Rules used by ResourceFirst to Ensure Data Integrity
 

  1. Reuse the .csv export file generated from the ResourceFirst view export.
     
  2. IMPORTANT IF YOU ARE ADDING NEW RECORDS INTO ResourceFirst during the import. If you are adding new records to ResourceFirst by introducing them from the import file, ensure that the import file and the receiving ResourceFirst view have the OBS Node field appropriate for the import type: resource or project or assignment. Refer to the section, OBS Node Path: Configuration Consideration when introducing new records during an Import.
     
  3. Adding Additional Fields to the import file: You can add additional fields to your import file by typing the field name into Row 1 to be the a column header in the import file. Be sure to type the name of the field such that it exactly matches the letters and spacings as it is in ResourceFirst (the field must exist in ResourceFirst in order to include it). The imported value will be updated in the receiving field regardless of whether the receiving field column is exposed or not on the receiving view.  
     
  4. Run the Import action:
    1. In ResourceFirst, go to the view from which you generated the export file and click the Import button clipboard_e6715933b0989c19434301f3afc2be634.png (to the right of the Save button). Identify the import file to import, then Import when prompted. The import routine will progress. A successful import results in red carot markers appearing in the updated fields. Be sure to press Save in the upper right corner to save the newly imported data. 

    2. You can import multiple times. 

    3. To best understand the importing rules, refer to the section:  Import Rules used by ResourceFirst to Ensure Data Integrity

Alternate approach: Create a new import file from scratch as the import file

IMPORTANT: After referring to these guidelines, be sure to read the details in the following section for specific field selection, Tips & Tricks, and more: Import Rules used by ResourceFirst to Ensure Data Integrity

  1. Identify the view in ResourceFirst that you will import into and use those fields to create your import file.
  • When creating the column headers, transcribe the exact field names' spelling and spacings between words into the import file's column header. The sequence of columns in your import file does not need to match that in the ResourceFirst view you are importing into. Field names on import ARE case-sensitive. “Pkey” is not recognized if the field name is “PKey”. A misspelled Column Header will be ignored by the import script and will NOT throw an error message. Refer to Administering Column Headings for how to view the column headings)
     
  • Date Format of the Periods on the Import file: The date format needs to match between the Import file and the receiving ResourceFirst view.  The default date formatting is mm/dd/yyyy with the actual date being first day of the period being listed: For month, the first day of the month; For week, the first day of your organization's weekly cycle which most often is either the Sunday or Monday of that week; For Quarter, the first day of the first month of the quarter. 
     
  • Should you include fields in your import file that are not shown on the ResourceFirst view into which you are importing, the data will still import the values to that field such that when you reveal that field onto your view, you will see the data. 
     
  • ResourceFirst is smart enough to know that the first row in your spreadsheet is the header row. So, your first row could be on Row 1 or 2 or 3, etc. And, your first column can also be something other than Column A, if needed.
     
  • For guidance on updating records and/or adding records with the import file, refer to the section, Import Rules used by ResourceFirst to Ensure Data Integrity
     
  • Excel file format of .csv is the only format supported; .xls and .xlsx are not supported for importing.
     
  • CRITICAL: To ensure proper mapping of data from your import file to the appropriate project, resource, or assignment, you need to include at least one of the following appropriate OBS Node fields as a column: (Refer to this section for more details: OBS Node Path: Configuration Consideration when introducing new records during an Import)
    • For a resource import, include two fields, Resource and Resource Org.
    • For a project import, include two field, Project Name and Owner
    • For an assignment import, include three fields, AID or Assignment Org and Resource and Project Name.
    • Note: Make sure all Project and Resource OBS nodes referred to in import source files have already been created and are part of the currently filtered scope.
       
  • Import the Data - Go to the respective tab (Projects-->Data, Resources-->Data) and click the Import button (to the right of the Save button). Specify the CSV spreadsheet file to import, then Import when prompted. The data should then be imported. You can import multiple times. 

Import Rules used by ResourceFirst to Ensure Data Integrity

This information explains the decision tree used by ResourceFirst to ensure record data integrity for:

  • Resource data
  • Project data
  • Resource assignment data
  • Skill assignment data
  • Financial assignment data
  • Scenario data

General Tips and Tricks:

  • Date Format of the Periods on the Import file: The date format needs to match between the Import file and the receiving ResourceFirst view.  The default date formatting is mm/dd/yyyy with the actual date being first day of the period being listed: For month, the first day of the month; For week, the first day of your organization's weekly cycle which most often is either the Sunday or Monday of that week; For Quarter, the first day of the first month of the quarter. 
  • Rights: You must have the appropriate Rights to complete the update and/or add activities. Check with your ResourceFirst Admin or refer to this article, Administer Rights and Priveleges, for a chart of the ResourceFirst rights. 
  • Deleting Values: You cannot delete a value in a ResourceFirst field via the import process. The following work-arounds might serve your needs:
    • While you cannot null a ResourceFirst numeric field via an import, you can zero-out the numeric ResourceFirst field value by using the number "0" as the imported value. 
      • Example: Cost Item numeric field in the Import file shows, "14,000." Modify that to "0" then run the import.
         
    • For deleting list field values and/or text field values, the options include:
      • From within ResourceFirst, manually make the adjustments field by field.
      • Writing a script to run against the database to programmatically delete the values. Call PDWare Support for guidance on this approach.
  • Import Failure: If one record fails, the whole import load fails. ResourceFirst provides an explanation of which row and what is missing. 
  • Save after import: Once the import upload completes in ResourceFirst, be sure to press Save in the upper right corner to save newly imported data.
Resource Data: When importing resource data, these fields are considered:

Tips & Tricks:

  • Duplicate Resource names are allowed, even in the same node. Resource Keys are expected to be unique.
  • For general Tips and Tricks, go to: General Tips and Tricks


UPDATING existing resource records via an import:

Required fields: The following two scenarios reflect the minimum required fields to update an existing resource via an import file. You can include additional fields beyond this list, as needed.

  • Approach 2: Key (Resource field) and Resource Org - Use this approach when needing to change the name of the resource name, or any other field other than Key value. 

Does the RID field impact a resource data update?

  • Yes. If the import file includes the RID field along with the Resource and the Resource Org fields, the RID value is considered first for mapping to the correct resource. What this means is that if there is a mis-match between the RID field and the Resource, the RID field takes precedence and that resource record receives the update. 

Can there be two resources with identical resource names?

  • Yes. Duplicate resource names is allowed, even in the same node. Resource Key's are expected to be unique though.

 

CREATING new resource records via an import file:

Required fields: The following two fields are required to create a new project via an import file. You can include additional fields beyond this list, as needed.

  • Resource Name - Resource Name

    • Note: ResourceFirst will not permit the creation of a duplicate resource name. 

  • Resource Org - The organization responsible for the resource; (field id: RNODEPATH)

  • Note: Key - If present on the import file, it must be blank. However, it is not required to be on the import file.

    • A blank Key field in combination with a Resource Name and Resource Org field each having values signals ResourceFirst to create a new resource record upon import.

    • Note: Upon completion of the import, the new record will be assigned a RID value after you click the Save button in the upper right of the view.  

Project Data: When importing project data, these fields are considered:

Tips & Tricks:

  • Phases and milestones and their respective dates can not be imported. These need to be manually created from within ResourceFirst. 
  • Guideline: Do not include the PID field on an import file.
  • Go to: General Tips and Tricks


UPDATING data on existing projects via an import file:

Required fields: At least one of the following two fields are needed to map the update to the appropriate project. You can include additional fields beyond this list, as needed.

  • Project Name - Project Name

    • Use case: Use Project Name as the project identifier on an import file if you need to change the project's Key value or any other project field. 

  • Key -  If there is a value in the Key field, you can use this as the project's identifier to a project.

    • Use case 1: Use Key as the project identifier on an import file if you need to change the name of the Project Name or any other project field. 

    • Use case 2: If multiple projects share the same name, then the Key field can be used to distinguish a project. 

  • Update does not occur: If there is a mismatch between the Project Name and its Key, an error is thrown.

 

CREATING new project records via an import file:

Required fields: The following two fields are required to create a new project via an import file. You can include additional fields beyond this list, as needed.

  • Project Name - Project Name

    • Note: If Project Name you provide is the same as an existing project record, the existing project record will get updated.

  • Owner - The organization responsible for the project; (field id: PNODEPATH)

  • Important: Upon completion of the import, click the Save button in the upper right of the view to complete the creation of the new project record.

Resource Assignment Data: When importing assignment data, these fields are considered:

Tips & Tricks:

  • Separate import files – While ResourceFirst will import a file that has a combination of resource and skill assignment updates and adds, from a practical aspect it may be easiest to create separate import files, one for resource and the other for skill assignments.
  • Confirm Your Assignment Nodes - Make sure all assignment org nodes used in the import file have already been created in ResourceFirst and are part of the current Get Data filters. 
  • Proper OBS node formatting - When importing assignment data and providing OBS node info for skill assignments, populate the Assignment Org import field with the full path name. Specifically, the path needs to include “\” separating the nodes. Do NOT use the fields that present the individual “Org”, “Level2”, etc. fields.
  • Forecast, Actual, and Cost Assignment data can be imported – The key to do this correctly is to ensure that the ResourceFirst view into which you are importing is toggled to the value type you are importing. To import forecasts, toggle to Forecast. To import actuals, toggle to Actual. To import costs, toggle to Cost. Find this toggle in the upper ribbon to the far right. 
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  • Synchronize the Units – Ensure the ResourceFirst Assignments page and import file are each using FTE or hours (not mismatched!).
  • You can import multiple times. The system will add records that don’t exist, and update records that do.
  • Time ranges - Import process technical notes: Period data columns in the import file that not present in Assignment view are not imported, and do NOT result in errors if you try to import them.
  • For additional Tips and Tricks, go to: General Tips and Tricks

UPDATING data on existing named resource assignments via an import file: 

Required field: The following field is required on the import file to map the update to the appropriate named resource assignment. You can include additional fields beyond this list, as needed.

  • AID - Every named resource assignment has a unique AID value. When possible use the AID value as the identifier field. 

There will be situations where it is easier to use one of the following field combinations to properly identify the named resource assignment to be updated rather than using the AID:

  • Field combination 1: Project Name and Resource 
  • Field combination 2: Project Name and resource Key

CREATING new named resource assignment records via an import file:

When creating new named resource assignments, the AID field is left empty on the import file (or you could even exclude that column from the import file). An empty AID value in combination with one of the two field combinations will prompt ResourceFirst to create a new named resource assignment. 

Required fields: One of the two following field combinations is required on the import file to map the update to the appropriate named resource assignment. You can include additional fields beyond this list, as needed.

  • Field combination 1: Project Name and Resource
  • Field combination 2: Project Name and resource Key
Skill Assignment Data: When importing assignment data, these fields are considered:

Tips & Tricks:

  • Separate import files – While ResourceFirst will import a file that has a combination of resource and skill assignment updates and adds, from a practical aspect it may be easiest to create separate import files, one for Resource and the other for Skill assignments.
  • Confirm Your Assignment Nodes - Make sure all Assignment Org nodes used in the import file have already been created in ResourceFirst and are part of the current Get Data filters. 
  • Proper OBS node formatting - When importing Assignment Data and providing OBS node info for Skill assignments, populate the “Assignment Org” import field with the full path name. Specifically, the path needs to include “\” separating the nodes. Do NOT use the fields that present the individual “Org”, “Level2”, etc. fields.
  • Forecast, Actual, and Cost Assignment data can be imported – The key to do this correctly is to ensure that the ResourceFirst view into which you are importing is toggled to the value type you are importing. To import forecasts, toggle to Forecast. To import actuals, toggle to Actual. To import costs, toggle to Cost. Find this toggle in the upper ribbon to the far right. 
    clipboard_e31154b583739fdbf092b3c7f35fa7ad4.png
  • Synchronize the Units – Ensure the ResourceFirst Assignments page and import file are each using FTE or hours (not mismatched!).
  • You can import multiple times. The system will add records that don’t exist, and update records that do.
  • Time ranges - Import Process Technical Notes: Period data columns in the import file that not present in Assignment view are not imported, and do NOT result in errors.
  • For additional Tips and Tricks, go to: General Tips and Tricks

UPDATING data on existing skill assignment records via an import file: 

Required field: The following field is required to map the update to the appropriate skill assignment. You can include additional fields beyond this list, as needed.

  • AID - Every skill assignment has a unique AID value. When possible use the AID value as the identifier field. 

There will be situations where it is easier to use one of the following field combination to properly identify the skill assignment to be updated rather than using the AID:

  • Field combination: Project Name, Required Skill, and Assignment Org

IMPORTANT: Resource field – this field is not required to be on the import file but if it is, leave the field blank; this signals to ResourceFirst that it is a skill assignment row. If you populate this field, ResourceFirst will consider it as an update to that resource's assignment.

CREATING new skill assignment records via an import file:

Required fields: The following fields are required to create new skill assignment via an import file. You can include additional fields beyond this list, as needed.

  • AID - When creating new skill assignments, the AID field needs to be on the import file and empty. An empty AID value in combination with the following required fields will prompt ResourceFirst to create a new skill assignment.
  • Project Name - Project name
  • Required Skill – Skill being requested for the assignment 
  • Assignment Org - The OBS Node from which the skill in being requested. For formatting details, refer to OBS Node Path: Configuration Consideration when introducing new records during an Import

IMPORTANT: Resource field – this field is not required to be on the import file but if it is, leave the field blank; this signals to ResourceFirst that it is a skill assignment row. If you populate this field, ResourceFirst will consider it as an update to that resource's assignment.

Financial Assignment Data: When importing assignment data, these fields are considered:

For Financial Assignment data, include the following fields. You can include additional fields beyond this list, as needed. 

  • AID: MR research; should act like the AID is a Res Assignment
  • Assignment Org  -  Associates the assignment with the appropriate OBS node
  • Project Name - The project to which the assignment is being applied
  • Financial Category - works in coordination with Cost Item field; common values could be Capital, Expense; your organization may choose to use this field differently
  • Cost Item - works in coordination with Financial Category field; common values could be Labor, Non-labor, Training; your organization may choose to use this field differently

Tips & Tricks:

  • Determining if your imported financial assignment values are logged as Forecast currency numbers or as Actual currency numbers: For import, there is only one field called Cost Item - there is no field distinction for Forecast numbers vs. Actual numbers . What determines if your imported values are registered as forecast or as actuals is the View into which you are importing  If it is the Forecast view, then the imported numbers are forecast values. Likewise, if you are in the Actuals view, then the imported numbers are actuals values.
  • Confirm Your Assignment Nodes - Make sure all Assignment Org nodes used in the import file have already been created in ResourceFirst and are part of the current Get Data filters. 
  • Proper OBS node formatting - When importing Assignment Data and providing OBS node info for Skill assignments, populate the “Assignment Org” import field with the full path name. Specifically, the path needs to include “\” separating the nodes. Do NOT use the fields that present the individual “Org”, “Level2”, etc. fields.
  • Forecast, Actual, and Cost Assignment data can be imported – The key to do this correctly is to ensure that the ResourceFirst view into which you are importing is toggled to the value type you are importing. To import forecasts, toggle to Forecast. To import actuals, toggle to Actual. To import costs, toggle to Cost. Find this toggle in the upper ribbon to the far right. 
    clipboard_eddaf9cece3f2758c074f56599f0c8490.png
  • Synchronize the Units – Ensure the ResourceFirst Assignments page and import file are each using FTE or hours (not mismatched!).
  • You can import multiple times. The system will add records that don’t exist, and update records that do.
  • Time ranges - Import Process Technical Notes: Period data columns in the import file that not present in Assignment view are not imported, and do NOT result in errors.
  • For additional Tips and Tricks, go to: General Tips and Tricks

UPDATE or ADD Financial Assignment records: The following fields are the required fields; additional fields can be included in the import file:

  • Assignment Org  -  Associates the assignment with the appropriate OBS node. For formatting details, refer to OBS Node Path: Configuration Consideration when introducing new records during an Import
  • Project Name - The project to which the assignment is being applied
  • Financial Category - works in coordination with Cost Item field; common values could be Capital, Expense; your organization may choose to use this field differently
  • Cost Item - works in coordination with Financial Category field; common values could be Labor, Non-labor, Training; your organization may choose to use this field differently
Scenario Data: When importing scenario assignment data, these fields are considered: 

Scenario assignment rows are found on two Assignment pages: The Assignment page shared by the Resource and Project menus, and the Financial Assignment page. When importing scenario assignment data and/or creating new scenario assignments via an import, consider the following information. 

Tips & Tricks:

  • Determining if your Imported Cost Item values are logged as Forecast currency numbers or as Actual currency numbers: For import, there is only one field called Cost Item - there is no field distinction for Forecast numbers vs. Actual numbers . What determines if your imported values are registered as forecast or as actuals is the View you are importing into. If it is the Forecast view, then the imported numbers are forecast values. Likewise, if you are in the Actuals view, then the imported numbers are actuals values.
  • Scenario Name is not considered by the import script so do not consider it as a unique identifier field. Instead, the Key (Project) field is one of the two fields (AID is the other field) used by the import to identify the appropriate scenario record to update. 

When importing updated scenario assignment data to the Assignment page shared by the Resource and Project menus include ONE OR BOTH of the two following fields:  

  • AID - When looking at scenario information, this is the scenario assignment's AID. Internal PDWare database ID (system assigned numeric value)
  • Key of the Scenario Project - ResourceFirst copies the Scenario's name into this field and uses it as an identifying field during the import. 

Other fields commonly used on a project/resource assignment scenario view:

  • Original AID - This is the originating assignment's AID to which the scenario belongs. Internal PDWare database ID (system assigned numeric value)
  • PID - When looking at scenario information, this is the scenario project's PID. Internal PDWare database ID (system assigned numeric value)
  • Original PID - This is the originating project's PID to which the scenario belongs. Internal PDWare database ID (system assigned numeric value)
  • Scenario Name - Scenario Name
  • Scenario Status - Indicates where in the process the scenario is located.
  • Scenario Version - Scenario version
  • Owner - The OBS Node the project is associated with. 
  • Project Name - Project name to which the scenario belongs.

 

When importing updated scenario assignment data to the Financial Assignment page include ONE OR BOTH of the two following fields when importing assignment data. 

  • AID - When looking at scenario information, this is the scenario assignment's AID. Internal PDWare database ID (system assigned numeric value)
  • Key of the Scenario Project - ResourceFirst copies the Scenario's name into this field and uses it as an identifying field during the import. 

Other fields commonly used on a Financial Scenario view:

  • Original AID - This is the originating assignment's AID to which the scenario belongs. Internal PDWare database ID (system assigned numeric value)
  • Cost Item - This is the field holding the currency amounts. This field has three columns associated with it:  Cost Item, Total, and the Date Periods
  • PID - When looking at scenario information, this is the scenario project's PID. Internal PDWare database ID (system assigned numeric value)
  • Original PID - This is the originating project's PID to which the scenario belongs. Internal PDWare database ID (system assigned numeric value)
  • Scenario Name - Scenario Name
  • Scenario Status - Indicates where in the process the scenario is located.
  • Scenario Version - Scenario version
  • Assignment Org - IMPORTANT; this associates the costs to the appropriate project OBS node.
  • Project Name - Project name to which the scenario belongs.

CREATE Scenario assignment records

  • Project Key of the Scenario project is required; you will find that this value is the Scenario's name.

OBS Node Path: Configuration Consideration when introducing new records during an Import

To import project, resource, or assignment data into ResourceFirst, it is best to follow the general guidelines below:

  • IMPORTANT: When creating new records with an import file, ensure that the appropriate OBS Node Path field is an included column in the import file. And, you can also have the corresponding field in the ResourceFirst view receiving the import. (See Administering Column Headings for help with configuring view columns.) 
     
    • For resource related imports, include the Resource Org field (id: RNODEPATH)
    • For project related imports, include the Owner field (id: PNODEPATH)
    • For assignment related imports, include the Assignment Org field (id: ANODEPATH)
       
    • For example, you may be creating an export file from the resource data page with intentions of adding new resources to ResourceFirst, you can add new rows to the exported .csv file and then import the file. Ensure that you have the Resource Org field as a column in the view used to create the export .csv file. 
       
  • Confirm the OBS Nodes - Make sure all OBS nodes used in the import file have already been created in ResourceFirst and are part of the current Get Data filters. 
     
  • Proper OBS node field formatting - When using these fields - Resource Org, Owner, or Assignment Org - be sure to use the full path name. Specifically, the path needs to include “\” separating the nodes. And, the string should not end with a backslash: i.e. This is proper: "Company\Department 1"; not this: "Company\Department 1\"


 

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