Importing CSV of existing projects into ManagePlaces

Importing CSV of existing projects into ManagePlaces

Follow our short tutorial on how to import a project CSV file:

Follow the steps below to import your CSV file:

With our data import tool you can import a large list of tasks and task groups for a project.  It uses a simple CSV (comma-separated value) file format, which can be created or edited in any popular spreadsheet software. It allows you to quickly create project templates by defining fields such as title, start and end dates, % done, duration, description, assignees, task type and dependencies on other tasks amongst others.

For defining tasks and task groups, we use the WBS (Work Breakdown Structure) number system. This makes it easy to define a hierarchy for the project, and also dependencies between tasks.  A simple example (taking just 3 of the columns from the CSV) would look like this:

WBS Number
Build Treehouse

WBS 1.1
Make platform

WBS 1.2
Build walls
WBS 1.1
WBS 1.3
Add roof
WBS 1.2
WBS 1.4
Add ropeladder
WBS 1.1

Note: For important information on Work Breakdown Structure column format, please read this short guide.

You can see the first item has a WBS number of WBS 1. It will be a Task Group, as it has 4 “children” Tasks that have numbers of 1.1, 1.2, 1.3 and 1.4. When the data importer sees this structure it will create “Build Treehouse” as a Task Group, and four “children" Tasks that belong to that task group.  The “Build Treehouse” task group has no prerequisites, and the same goes for the “Make platform” task.  The next task - “Build walls” has the prerequisite of 1.1, which means it cannot be started until the “Make platform” task has been finished.  In this way you can build up the dependencies between tasks easily.

1. To access the project import option go to "Settings" > "Import" > "Import project" button

Note: we provide a sample CSV file for you to fill the project details.

Dates for tasks will use the Project working week rules.  This can be defined when you create a project, and is by default Monday to Friday (you can also set your working week company-wide).  The system will then use the start and end dates for tasks you have defined, or the start date and a duration in days if you have defined it.  It will then adjust these dates to take into account the working week automatically for you upon importing.

When you assign users to tasks, the system will check to see if the name matches any of your existing users.  If it finds a match, then they are added to the assignee list for that task or project.  If it cannot find the user name in your list of users, they are created as “external users”.  This means that a user account is created and can be assigned to any task or project that you like, but there is no login for the account and hence no actual “person” that can use it (which was why we chose the name, as they are “outside" the system). 

In the same way as users, Task Types that you define in the CSV file are either automatically assigned if they exist, or created and then assigned where necessary.
Import option

2. Next step is to choose a project from your project list, choose the file and click "Import".

Note: You need to have a project first before you decide to import the details about your project. Here is a guide on how to create a project.

new project import

3. After you press the "Import" button, you will see a loading screen whilst the data import is happening.  Please note that all users will see this screen during import, as we need to be sure that data is consistent across all accounts during the import process.  When finished, you will be taken back to the ManagePlaces Dashboard.
loading screen

4. After the import is complete go to "Settings" > "Import" to view the status of your import. In the column "Status" you can see if the import was successful or not. The next column "Status message" will hold more information in case the import was not successful.

Import Status

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