Importing activities from CSV

Activity Center > Activities

 

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The minimum permissions required for importing activities are the 'Manage system settings' and 'Add activities' permission for either the user's project role or global role. for projects he/she is a member of or not, respectively.

 

You can import activities stored as a CSV file into Easy Projects using a wizard.

 

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To be imported to Easy Projects, a CSV file should have values in their respective places and separated by a list separator (default is a comma). An example of CSV file fields:

 

1.

Activity Name

 

2.

Activity Description

 

3.

ID

 

4.

Parent ID

 

5.

Estimated duration

 

6.

Start date

 

7.

End date

 

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A portion of a source CSV file might look like this:

<<

Activity name;Description;ID;ParentID;Duration;Start date;End date

Configure;activity1;20;;25;6/5/2007;6/20/2007

Develop;activity2;21;;30;6/5/2007;6/18/2007

Test;activity3;22;;40;6/5/2007;6/17/2007

>>

 

As you can see, the first line contains the names of fields the values correspond to. Whilst it is useful for some purposes, it may wreak havoc during import. For this reason, you will have the option to skip the first line while importing activities from a CSV file.

 

 

To import a group of activities stored in a CSV file, follow these steps:

 

1.

Go to Tools | Import from CSV. Alternatively, click the "Export & Import" button in Activity Center and select Import from CSV.

2.

Select Tasks from the 'Import list of' drop-down list.

3.

In the Default project field, select the project you want to import the tasks to.

4.

Click 'Browse' opposite the 'Select CSV file:" field, and find the source CSV file.

5.

In the Field separator field, select a field separator used in the CSV file (comma and semicolon are the most common separator).

6.

Select the Skip first line of the file checkbox (refer to the second pencil above)

7.

Click 'Next'.

8.

Perform field mapping, i.e. link fields of activities being imported with EP ones, including custom fields. Use 'Add field' to add new fields for mapping.

 

 

9.

Use 'Reset fields' if you have made a mistake adding fields.

10.

When you done with mapping, click 'Import'.

 

You will get a message ‘Import completed. X records were imported successfully.’ if import has been successful.

 

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You can import both Primary fields and Custom fields through the CSV function.

 

Importing activities to multiple projects

 

The activity import procedure described  above covers the case where ALL activities imported from a CSV file are assigned to a single project in Easy Projects. If you need to import activities so that they automatically assigned to their respective projects in Easy Projects, you need to take additional steps to make sure the import is successful.

 

1.

Make sure the source CSV file contains a column 'Project name' and includes the names of projects the activities being imported belong to.

 

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If the 'Project name' is empty the respective activity will be imported to the default project you select. See step 4 below.

 

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You must have the 'Add projects' global permission to ensure that the projects with the names specified in the 'Project name' field will be created in Easy Projects if there are no existing projects with matching names.

 

2.

Go to Tools | Import from CSV. Alternatively, click the "Export & Import" button in Activity Center and select Import from CSV.

3.

Select Tasks from the 'Import list of' drop-down list.

4.

In the Default project field, select the project you want to import the tasks to if the 'Project name' field is empty.

 

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If the 'Project name' value is not empty and does not match the names of existing Easy Projects projects, the respective activities referenced in the CSV file will be skipped unless you have the 'Add projects' global permission. If the latter permission is available, projects with not matching names will be automatically created with the respective activities.

 

5.

Click 'Browse' opposite the 'Select CSV file:" field, and find the source CSV file.

6.

In the Field separator field, select a field separator used in the CSV file (comma and semicolon are the most common separator).

7.

Select the Skip first line of the file checkbox (refer to the second pencil above)

8.

Click 'Next'.

9.

Perform field mapping, i.e. link fields of both projects and activities being imported with EP ones, including custom fields. Use 'Add field' to add new fields for mapping.

10.

Click 'Import'.

 

You will get a message ‘Import completed. X records were imported successfully.’ if import has been successful.

 

Note on ID and ParentID

 

When importing activities, Easy Projects will not keep the IDs you’ve manually inserted under the ID and ParentID column but replace them with next available instead. However, these columns are used during import should you wish to have two or more of the imported activities be in the parent-child relationship, as shown by their corresponding ID and ParentID numbers, i.e. when ID value of one activity is equal to the value in the ParentID column of one or more other ones (child, or sub-, activities) being imported, they will remain such once imported. In the example below, the activity IDs and Parent IDs entered will not be maintained as shown once the activities are imported, but the ‘Gantt Chart’ will be made a sub-activity of the ‘Writing Progress Report’, using the next available activity ID’s generated by the system.

 

Example:

Activity name;Description;ID;ParentID;Duration;Start date;End date

Writing Progress Report;NCSA Quarterly Report;567;;25;6/5/2007;6/20/2007

Gantt Chart;Developing Gantt Chart;569;567;25;6/12/2007;6/15/2007

 

Note: The ‘Gantt Chart’ activity will be imported as a sub-activity of the ‘Writing Progress Report’ one by virtue of its ParentID being equal to the other’s ID (567).