Applies to
Capabilities
Who can use this capability
Resourcing Administrators can import and update multiple projects at once.
Import or update multiple projects at once
Resource Management provides spreadsheet templates so you can add or update multiple projects at once.
Who can use this?
Plans:
- Resource Management
Permissions:
Resourcing Administrators can import and update multiple projects at once.
Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.
Download the template, fill out the fields, and import your data back into Resource Management.
Prepare your data
To add new projects
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Download Template.
- Using a spreadsheet program, add new projects by filling in the information into blank rows.
- Save the file as CSV UTF-8.
To update existing projects
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Export Project List.
- Using a spreadsheet program, change the attributes of the projects you want to update.
- Save the file as a CSV UTF-8.
Tips and tricks
Follow these guidelines to prepare your data:
- Make sure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
- Each project must have a Project Name and Project Type. All other fields are optional.
- Project start and end dates must be in YYYY-MM-DD format.
- You can create new clients in your spreadsheet.
- Custom field values entered in this sheet must match available options in Account Settings > Project Custom Fields.
- To add multiple custom field values, separate each field value with a semicolon “;”.
- To add multiple project tags, separate each with a semicolon “;”.
- Leaving fields blank applies blank values.
- To save time combine new projects and project updates in the same spreadsheet and upload them together.
Upload your updated project list
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Choose file and then select your updated CSV file.
- Click Upload.
You can navigate away from the page once the upload starts. The import will run in the background, and you'll receive an email when it's complete.
If there were errors during the import, the email will include a link to the status page. Select the link to download a list of errors with directions on how to fix them.
Column inputs and formatting
This table provides details for each column in your spreadsheet.
| Fields | Required field | Description | Formatting requirements |
|---|---|---|---|
| project_id | Yes* (for editing projects) | The Project ID stores all project attributes. Exporting the project list will include Project IDs for existing projects. | Must be a valid Project ID in the organization.
To create new projects, leave the Project ID column blank.
To update attributes for existing projects leave the Project ID intact. |
| project_name | Yes | Project name or title. | 0-255 characters |
| client | Optional | Client name. A new client will be created if it doesn’t already exist. | 0-255 characters |
| project_type | Yes | Define the type of project. | Confirmed Tentative Internal |
| start_date | Optional | Set the project start date. If no date is provided today’s date will be applied to the start date. | Date format: YYYY-MM-DD |
| end_date | Optional | Set the project end date. If no end date is provided the end date will be two months after the start date. | Date format: YYYY-MM-DD |
| project_code | Optional | Add an external code to reference the project in another tool. | 0-255 characters |
| project_tags | Optional | Add tags to identify unique characteristics for the project. | 0-255 characters
Separate multiple entries with a semicolon. |
| time_entry_locking | Optional | Set the project to lock incurred hours. | Off = Disables On = Enables Number = Locks time entries older than the specified number |
| CF_## “name” (text field) | Optional | Add a string of text to the custom field. | 0-255 characters |
| CF_## “name” (drop down) | Optional | Set an existing custom field value for the project. | Ensure any values entered in this column are saved as options for this field in the Account Settings > Project Custom Fields page |
| CF_## “name” (multi-select drop-down | Optional | Set existing custom field values for the project. | Ensure any values entered in this column are saved as options for this field in the Account Settings > Project Custom Fields page.
Separate multiple entries with a semicolon. |
| project_owner | Optional | Define the person who owns the project. | Format: [User ID] [Full Name] Can be left blank. |