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Export and Import Data On Resource First Views

This article explains how to import and export data using ResourceFirst.

Overview

In the Projects and Resources areas, on the Data and Assignments pages, you'll see three icons at the upper right.. They represent, in order, SAVE, IMPORT, EXPORT.

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NOTE: On other view/grid pages, there will only be a SAVE and EXPORT icon, since only project data, resource data, and assignments can be imported.

Exporting Data

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:

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Click the Download icon to save the file to the folder of your choice.

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

Importing Project or Resource Data

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

1) Create the Import Spreadsheet(s) - Create up to two Excel (CSV format) files as needed (representing Projects and Resources, respectively), with the fields you want to import or update. Be sure the column headings on the spreadsheet match the column headings set up in ResourceFirst under Project and Resource (see Administering Column Headings for how to view the column headings for both categories).  Always include the Key field (Key values must be unique) in each spreadsheet, along with the project name or resource name as appropriate. For Project and Resource data, the system imports by key field and matches the fields on column heading.

2) Confirm the Correct OBS Nodes - 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.

3) 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.  The import should match on Key. The system will add records that don’t exist, and update records that do. Likewise, if you only want to import additional fields to an already existing database, just include the Key and the columns you wish to update/add.

Specifying OBS info: When importing Resource or Project Data, and providing/updating OBS info, it must be specified using the individual “Org”, “Level2”, etc. fields, NOT the combined “Resource OBS” or “Project OBS” field with full OBS path name.

Import Process Technical Notes: Source data values not in Standard Field allowed list values result in no value for that field. Source data values not in UDF allowed list values are imported. Rows in source data with nodes not in OBS are not imported, and do NOT result in errors. To create/update project priorities, use “Priority” as source field name instead of the “Unit Priority” in PDWare view.

Importing Assignment Data

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

1) Create the Import Spreadsheet - Create an Excel (CSV format) file (representing Assignments, respectively), with the fields you want to import or update.

  • Be sure the column headings on the spreadsheet match the column headings set up in ResourceFirst under Project and Resource (see Administering Column Headings for how to view the column headings for both categories). 
     
  • For the date period columns, use the full date format (e.g., “4/1/2020” for the first day of the interval). Do NOT use the Project or Resource Keys, instead use the Project Name or Resource (or renamed Column Heading for these fields).
     
  • For Assignment data, the system imports and matches records using these fields (or Assignment Org when needed for skill needs), and matches other fields on column heading.
     
  • Both Resource and Skill assignments may be imported/updated. Resource assignments use the Project Name and Resource fields as keys, and do NOT need the Required Skill field. Skill assignments use the Project Name field, “-“ in the Resource field, the Required Skill field, and the Assignment Org field. It may be easiest to import Resource and Skill assignments separately.

2) Confirm Your Assignment Nodes - Make sure all Assignment Org nodes referred to in import source files have already been created and are part of the current Get Data filters.

3) Import the Data - Go to the Assignment tab under either Projects or Resources 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.

  • Note that both Forecast and Actual Assignment data can be imported…make sure you have the ResourceFirst Assignments page toggled to the right value type and are importing the proper source file.  Also make sure that the ResourceFirst Assignments page and source file are each using FTE or hours (not mismatched!).
     
  • Only assignment period values (FTE or hours) can be imported/modified. You cannot change Required Skill types or other fields using Import.
     
  • You can import multiple times. The system will add records that don’t exist, and update records that do.
     
  • Specifying OBS info: When importing Assignment Data, and providing OBS info (for Skill assignments), it must be specified using the “Assignment Org” full path name field, with “\” separating the parts. Do NOT use the individual “Org”, “Level2”, etc. fields.
     
  • Import Process Technical Notes: Period data columns in source not present in Assignment view are not imported, and do NOT result in errors.

 

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